AGREEMENT FOR AUDIO VISUAL AND RIGGING SERVICES
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Table of Contents
Article I Definitions ............................................................................................................................. 3
Article II Term ..................................................................................................................................... 5
Article III Rights Granted .................................................................................................................... 5
Article IV Scope of Services ................................................................................................................ 5
Article V Contractor Equipment .......................................................................................................... 7
Article VI Contractor’s Personnel and Security ................................................................................... 7
Article VII Pricing................................................................................................................................ 9
Article VIII Compensation to City ..................................................................................................... 10
Article IX Quality Assurance ............................................................................................................. 11
Article X Use of Facility .................................................................................................................... 11
Article XI Performance Bond ............................................................................................................ 13
Article XII Advertising and Media Contacts ..................................................................................... 13
Article XIII Sustainability .................................................................................................................. 14
Article XIV Contractor’s Losses or Damages .................................................................................... 14
Article XV City’s Existing Agreements ............................................................................................. 14
Article XVI Waiver of Liens .............................................................................................................. 15
Article XVII Audit and Records Retention ........................................................................................ 15
Article XVIII Termination ................................................................................................................. 16
Article XIX Notice ............................................................................................................................. 18
Article XX Insurance ......................................................................................................................... 18
Article XXI Indemnification .............................................................................................................. 21
Article XXII Assignment and Subcontracting ................................................................................... 21
Article XXIII Independent Contractor ............................................................................................... 22
Article XXIV SBEDA and Disadvantaged Business Requirements .................................................. 23
Article XXV Non Discrimination ...................................................................................................... 26
Article XXVI Conflict of Interest ...................................................................................................... 26
Article XXVII Amendments .............................................................................................................. 27
Article XXVIII Severability ............................................................................................................... 27
Article XXIX Licenses/Certifications/Permits ................................................................................... 27
Article XXX Taxes............................................................................................................................. 27
Article XXXI Compliance ................................................................................................................. 27
Article XXXII Nonwaiver of Performance ........................................................................................ 28
Article XXXIII Force Majeure ........................................................................................................... 28
Article XXXIV Law Applicable ........................................................................................................ 28
Article XXXV Legal Authority.......................................................................................................... 28
Article XXXVI Parties Bound ........................................................................................................... 28
Article XXXVII Captions .................................................................................................................. 29
Article XXXVIII Incorporation of Exhibits ....................................................................................... 29
Article XXXIX Entire Agreement ..................................................................................................... 29
Exhibit A – City’s Reporting Requirements ...................................................................................... 31
Exhibit B – Contractor’s Good Faith Effort Plan ............................................................................... 33
Exhibit C – City’s Rigging Requirements .......................................................................................... 34
Exhibit D – City’s Designated Spaces Provisions.............................................................................. 38
Exhibit E – City’s Dress, Grooming and Standards of Appearance Policy ....................................... 41
Exhibit F – City’s Operational Policies (Rev. May 13, 2009) ........................................................... 45
Exhibit G – City’s Request for Proposals (RFP) for Audio Visual and Rigging Services ................. 70
Exhibit H – Contractor’s Response to City’s RFP for Audio Visual and Rigging Services .............. 71
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STATE OF TEXAS § AGREEMENT FOR
§ AUDIO VISUAL AND
COUNTY OF BEXAR § RIGGING SERVICES
This Agreement is entered into by and between the City of San Antonio, a Texas Municipal Corporation
(hereinafter referred to as “City”) acting by and through its City Manager, pursuant to Ordinance No.
______-___-___-______ passed and approved on the _______ day of _____________, 20___ and
_____________________________________________, a _______ corporation, by and through its
____________________________________ (hereinafter referred to as “Contractor”), both of which may
be referred to herein collectively as the “Parties.”
Recitals
WHEREAS, the City owns and operates, through its Convention, Sports and Entertainment Facilities
Department, the Henry B. Gonzalez Convention Center (hereafter “Facility”);
WHEREAS, the Facility is made available to clients through short-term license agreements for a variety
of events to include conventions, exhibitions and meetings; and
WHEREAS, such events may require audio visual and rigging services and therefore, the City sought,
through a Request for Proposals (RFP) for Audio Visual and Rigging Services (which is attached hereto
as Exhibit G and incorporated herein by reference), to contract for preferred (non-exclusive) audio visual
services and exclusive rigging services for events held at the Facility; and
WHEREAS, Contractor submitted a proposal to the City (which is attached hereto as Exhibit H and
incorporated herein by reference) to provide such services, which included a financial compensation
component; and
WHEREAS, the City, through a duly authorized city ordinance, accepted Contractor’s proposal and the
Parties hereto severally and collectively agree, and by the execution hereof are bound, to the mutual
obligations herein contained and to the performance and accomplishment of the tasks hereinafter
described; NOW THEREFORE:
Article I Definitions
As used in this Agreement, the following terms shall have meanings as set out below:
1.1 “AV” shall mean “Audio Visual”.
1.2 “AV Equipment” shall mean that audio visual equipment and materials furnished
by Contractor including, but not limited to, the following: AV setup test equipment (i.e. signal
generators, voltmeters, signal tracers); slide, overhead and LCD/data projectors; projection screens, pipe
and drape, and drape kits; microphones (wired and wireless) and headsets; CD/DVD/VHS players; video
equipment, including video monitors and televisions; lighting equipment, including temporary lighting
and spotlights; sound equipment, including portable sound systems and mixer boards; AV carts and
stands; flip charts and easels; meeting accessories; teleconferencing systems, and; lifts.
1.3 “AV Services” shall mean those audio visual services furnished by Contractor including,
but not limited to, the following; 1) labor; 2) broadcast and concert-quality AV services; 3) meeting,
event, exhibitor, system, and virtual speaker services (concert type systems and paging systems), and; 4)
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professional technicians, programmers and operators in all areas, with the ability to assemble custom
packages for clients.
1.4 “CAAD” is Computer Aided Architectural Design.
1.5 “CPA” is Certified Public Accountant.
1.6 “City” is defined in the preamble of this Agreement and includes its successors and assigns.
1.7 “City Commission” shall mean the percentage commission payable to the City on
Contractor’s Gross Sales.
1.8 “Client” shall mean a short term licenses, exhibitors, and contractors.
1.9 “Contractor” is defined in the preamble of this Agreement and includes its
successors.
1.10 “Department” shall mean the City of San Antonio’s Convention, Sports and Entertainment
Facilities Department.
1.11 “Director” shall mean the Director or his designee for the City’s Convention, Sports and
Entertainment Facilities Department.
1.12 “EBMS” is Event Business Management System developed and licensed by Ungerboeck
Systems International and utilized by the City for event booking and management.
1.13 “Gross Sales” are defined as the total of all amounts billed for Contractor’s provision of
AV and Rigging Services, whether collected by the Contractor or not, including all labor, but excluding
amounts on account of sales tax, discounts, refunds and shipping/delivery charges.
1.14 “MAG” is Minimum Annual Guarantee.
1.15 “OSHA” is the Occupational Safety and Health Administration.
1.16 “Rigging” shall mean the system of points upon which hoists, trusses, or other supporting
apparatus come into contact with the permanent structure of the building.
1.17 “Rigging Equipment” shall mean that rigging equipment furnished by Contractor
including, but not limited to, the following: chain motors and trussing; blocks; sheaves; anchors;
points; shackles; hitches; pipes; clamps; wire rope; slings; eyebolts; cable pullers; carabiners; fall
protection; personal protective equipment; lifts, and; other related rigging equipment
1.18 “Rigging Services” shall mean those rigging services furnished by Contractor including,
but not limited to, the following: 1) labor; 2) installations and attachments to the structural steel; 3)
Rigging Equipment, systems and rentals, including rigging hardware below the structural steel, and; 4)
rigging supervision and system services, offered to a Client by Contractor.
1.19 “Structural Analysis” shall mean an engineering study completed of the Facility
documenting load limits and permanent points performed and stamped by a qualified Professional
Engineer licensed and registed in the State of Texas.
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Article II Term
2.1 Term. Unless sooner terminated in accordance with the provisions herein, the Initial
Term of this Agreement shall be five (5) years and shall commence on May 1, 2011 (“Commencement
Date”), and expire on April 30, 2016 (“Expiration Date”).
2.2 Renewal. The City may renew the term of this Agreement for one (1) consecutive three
(3) year term (“Renewal Term”), subject to the approval of the City Council indicated by the passage of a
City ordinance. The City reserves the right to modify all terms and conditions herein upon renewal,
including the License Fee.
Article III Rights Granted
3.1 Contractor shall serve as the Facility’s non-exclusive (preferred) AV Services provider with
exclusivity to patch into in-house sound systems and equipment, including public address systems, by other
AV service contractors.
3.2 Contractor shall service as the Facility’s exclusive Rigging Services provider to establish
and to attach to permanent and temporary rigging points in all areas, except meeting rooms and the Lila
Cockrell Theatre. Contractor has exclusive rights to establish and supply the steel cabling points in addition
to the right to supply the labor to wrap the cables around the structural beams and connect objects to those
cables save and except for special circumstances as may be determined by the Director or his designee.
Contractor’s placement of the points must be in agreement with acceptable load tolerances established in the
Structural Analysis. Contractor has the right to refuse to connect a hoist, truss or other equipment that
exceeds the building specifications or that the Contractor deems to be unsafe. Contractor does not have the
exclusive right to supply chain hoists, trusses or other equipment used to connect to a point.
Article IV Scope of Services
4.1 Contractor shall provide a full range of AV and Rigging Services including, but not limited
to, the following:
4.1.1 Market and sell to all Clients a full range of AV and Rigging Services, including
development and presentation of proposals and quotes and receipt of orders for AV
and Rigging Services.
4.1.2 Install, operate, maintain and remove any and all AV and Rigging Services and
Equipment provided by Contractor.
4.1.3 Consolidate invoicing for AV and Rigging Services and collect from Clients in a
timely manner.
4.1.4 Perform routine inspections and inventories of Contractor and City AV and
Rigging Equipment and systems as stipulated herein.
4.1.5 Maintain files for all events and Clients, including an archive of event rigging plots
and the inspection approval, rigging documentation, CAAD drawings, calculations
and inspection approval signatures for each event requiring rigging.
4.1.6 Ensure the safety and security of the Facility, City and Contractor staff, Clients and
the general public in the performance of AV and Rigging Services, including
adequately training and certifying Contractor staff and providing OSHA-required
Personal Protective Equipment.
4.1.7 Contractor agrees to ensure Rigging Equipment by another contractor and/or
subcontractor has been inspected before use.
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4.2 Contractor shall provide to the Clients consulting and creative AV Services, including but
not limited to set designs, multi-media production, video services, diamond screen video, video walls,
laser lighting, and pyrotechnics. However, Contractor shall not suggest or communicate in any manner
that Clients are required to use their Audio/Video Services, but shall have the option.
4.3 Contractor shall independently negotiate and prepare all AV and Rigging Services
contracts with Facility clients. Contractor shall be free to negotiate AV and Rigging Services contracts
and deviate from all regular or discounted equipment, labor or creative services rates that may have been
published by Contractor; provided, however, that Contractor and City shall mutually establish a floor and
ceiling price for such services and equipment. Contractor shall be responsible for providing City with a
copy of its contracts with Clients at the time of their execution regardless of any negotiations of billable
rates by Contractor. Standard commission rate due to the City shall be applicable to the negotiated
invoice amount.
4.4 Contractor shall analyze each event to determine the most appropriate means of
marketing the Contractor’s services to Clients, to procure contracts for AV and Rigging Services with
Clients, and to assess the specific support requirements of each event so that adequate personnel and
equipment resources are in place to ensure that AV and Rigging Services are provided in a timely and
efficient manner.
4.5 Contractor shall conform to the Facility’s Operational Policies dated May 13, 2009,
attached hereto as Exhibit F, and as may be periodically updated over the term of this Agreement.
4.6 Provide up to eighty (80) hours per year of qualified audio visual and rigging assistance
to City for maintenance and/or improvements to the Facility’s audio visual and rigging systems and
equipment.
4.7 Within thirty (30) days of the effective date of this Agreement, Contractor shall submit to
the City Standard Operating Procedures for AV and Rigging Services. The rules shall contain, but not be
limited to, the type of services and manner in which Contractor will provide AV and exclusive Rigging
Services at the Facility.
4.8 Within thirty (30) days of the effective date of this Agreement, Contractor shall, at its
sole cost and expense, have a Structural Analysis completed of the Facility in accordance with Exhibit A
and provide the City with an original of the entire Structural Analysis, including all drawings and
schematics. Contractor agrees to have the Structural Analysis updated at its sole cost and expense as
necessary as a result of structural changes, additions or demolition to the Facility.
4.9 Contractor is expected to offer its AV Services to all Clients. However, if Contractor
elects not to compete for AV Services, Contractor must, upon request, provide written notice and an
explanation to Director or his designee as to the circumstances of Contractor’s election to not provide
service.
4.10 Within thirty (30) days of the effective date of this Agreement, Contractor shall submit to
City a Marketing Plan in accordance with Exhibit A.
4.11 Contractor shall participate in cooperative efforts with the Department and the San
Antonio Convention and Visitors Bureau, including on-site visits and trade show participation upon
reasonable request.
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Article V Contractor Equipment
5.1 Contractor shall maintain, at its own expense, an adequate inventory of AV and Rigging
Equipment, materials and supplies that is readily available at or near the Facility, of high quality and with an
average age of two (2) years or less, in good repair, and periodically acquire new equipment inventory,
consistent with Contractor’s business practices, to replace for normal wear and tear, to reflect trends in AV
and Rigging Service industry and to meet Client requirements over the term of the Agreement.
5.2 Contractor shall provide its own off-site storage facility for staging equipment and
maintain stock at a level that optimizes rental of owned equipment and minimizes rental of third-party
equipment.
5.3 Contractor is responsible for annually inspecting, load testing, certifing and servicing chain
motors, scissors, and boom lifts.
5.4 Contractor shall provide City with an Inspection and Maintenance Report in accordance
with Exhibit A.
5.5 Contractor shall provide City with the specifications and the manufacturers of all
equipment supplied under this Agreement to ensure compatibility and integration of equipment to Facility
systems.
5.6 Contractor shall provide City with an Equipment Report in acordance with Exhibit A.
5.7 Contractor shall properly label all of its AV and Rigging Equipment in a durable manner to
ensure clear identification and ownership, and delineation from City and Client property and equipment.
5.8 It is the sole responsibility of Contractor to ensure that AV and Rigging Equipment of
the proper type and quantity is available and installed in accordance with Client requirements.
5.9 Deliveries of all supplies, goods and equipment shall be made at locations and times
mutually agreed to by the Parties and Clients to avoid interference with Facility operations.
5.10 Contractor’s AV and Rigging Equipment shall be immediately returned to storage and at
all times be stored and secured in a neat, orderly fashion or removed from the Facility at the end of each
event.
Article VI Contractor’s Personnel and Security
6.1 Contractor will require that the AV and Rigging technicians on its staff attend all pre-
convention meetings. Contractor will require at least one member of its staff to attend all post-convention
meetings.
6.2 At a minimum and subject to AV and Rigging Service levels at the Facility, Contractor
shall operate and be accessible from 8:00 a.m. until 5:00 p.m. Monday through Friday, excluding official City
holidays, and agrees to operate during all hours necessary to support event activities at the Facility, including
move-in and move-out requirements. Contractor shall provide sufficient staff to provide timely and high-
quality support to all Clients of the Facility. Contractor shall staff the Facility during all events, Client
contracted days including weekends and holidays, and normal business hours.
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6.3 Contractor shall provide qualified personnel and management with the technical and
business expertise to be responsible for coordinating and providing prompt, courteous, and efficient support
services and equipment that is consistent with the expectations held by Clients. Compensation for all
personnel, assigned by Contractor to provide services under this Agreement shall be the sole responsibility of
the Contractor.
6.4 Contractor shall employ, train, and supervise an adequate; staff provides efficient, prompt
and courteous service to all Clients utilizing the services provided by the Contractor, subject to business
levels from time to time at the Facility. Contractor must be located on-site.
6.5 The staff shall include at a minimum:
AV and Rigging Services General Manager
AV and Rigging Services sales staff;
AV Services Supervisor;
Rigging Services Supervisor; and
AV and Rigging Services operational staff.
6.6 Contractor shall designate one of its Facility staff as General Manager or employee a
local, full-time General Manager dedicated exclusively to oversee and manage the operations of AV and
Rigging Services at the Facility. The General Manager shall be a person active, qualified, competent, and
experienced in the management of AV and Rigging Service business and operation at the Facility. The
General Manager shall be vested with full power and authority to act for the Contractor in matters relating
to AV and Rigging operations at the Facility. The General Manager shall also be responsible for the
appearance, conduct, and demeanor of the employees, agents, and invitees who are admitted into the
Facility on behalf of Contractor. The designation of the General Manager shall be subject to the approval
of the Director or his designee, but in no case shall such approval be unreasonably denied.
6.7 Contractor shall employee a local, full-time Rigging Services Supervisor licensed or
accredited by either ETCP (Entertainment Technician Certification Program) and/or ESTA
(Entertainment Services and Technology Association). The Rigging Services Supervisor will have the
ultimate responsibility to determine that all Rigging Services comply with applicable laws and the
Facility’s technical specifications, oversee the planning and execution of all rigging services, as well as
administrative and safety codes, as applicable.
6.8 Contractor shall supply the Facility staff with and adequate number of communication
devices (pagers, mobile phones, and/or two-way radios) and provide contact information to the City.
6.9 The Director or his designee may reasonably require the Contractor to eject from the
premises any member of the Contractor’s staff, subcontractor, or temporary personnel who uses improper
language or acts in any discourteous, loud, boisterous, inappropriate, or offensive manner. The Director
or his designee shall have the right to require Contractor to provide an acceptable replacement within a
reasonable time after such ejection. If the Contractor is unable or unwilling to provide a replacement
acceptable to the Director or his designee, the Agreement shall be deemed to have been breached and City
shall have the right to terminate this Agreement following the applicable notice and cure period if uncured
by Contractor.
6.10 Contractor will adopt and ensure that Contractor’s staff follows the City’s Dress, Grooming
and Standards of Appearance Policy attached and incorporated herein as Exhibit E.
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6.11 Contractor shall issue identification badges, for security purposes, to each of Contractor’s
employees. These badges should include employee’s photo, employees’ name, and Contractor; the badge
must be worn at all times. Badges shall be recovered from terminated or reassigned employees.
Contractor agrees to comply with any of City’s future security changes at its sole cost and expense.
6.12 Contractor’s employees shall wear a standardized uniform with the Contractor’s logo
affixed to the uniform shirt, approved by the Director or his designee, identifying their employment.
Contractor shall provide and pay for its employees uniforms at its sole expense, as a cost of doing
business.
6.13 City shall have the right to review and approve the persons selected by the Contractor as
the General Manager and any other personnel. Contractor shall not replace its General Manager without
prior approval from the Director or his designee. In the event the City determines that the General
Manager’s performance is unsatisfactory, Contractor shall replace its General Manager within thirty (30)
days written notice from Director or his designee.
6.14 Contractor, its employees, agents, vendors and invitees shall comply with City rules and
regulations governing access to and conduct on the City’s property. Contractor’s staff shall enter the
Facility through entrances designated by the City.
6.15 Contractor shall furnish the City with a list of employee names and position. Contractor
shall immediately notify City of all personnel changes and provide updates to said list as changes occur.
Contractor shall screen all applicants and perform criminal background check on applicants considered
for employment to ensure that Contractor personnel do not pose a security or health risk. Contractor shall
provide City a Personnel Report in accordance with Exhibit A.
Article VII Pricing
7.1 Contractor shall provide City a Competitive Review and Rate Schedule in accordance with
Exhibit A. The pricing on said Rate Schedule shall: 1) be consistent with prices charged for similar AV and
Rigging Services, Equipment and labor provided at other similarly sized facilities, and; 2) be supported by a
regional competitive set of prices of at least three (3) similarly sized convention and hotel facilities. The Rate
Schedule shall be subject to the City’s prior review and approval, which shall not be unreasonably withheld.
Director or his designee must approve in writing any variance from the Rate Schedule, other than approved
discounts.
7.2 All adjustments or discounts for AV or Rigging Services, including Equipment and labor,
in excess of thirty-five percent (35%) for AV Services and twenty percent (20%) for Rigging Services must
be approved in writing in advance by the Director or his designee. Contractor shall request approval of said
discount with the City’s Discount/Waiver Request Form in accordance with Exhibit A.
7.3 In the event that City requires AV and Rigging Services, Equipment or labor in support of
City events, City-sponsored events, and non–revenue generating events, Contractor shall provide such
Services, Equipment or labor at no-cost to the City at the request of Director or his designee. In the event the
City requires Equipment not included in Contractor’s inventory, the City shall pay Contractor’s actual cost of
rental.
7.4 The Director or his designee may request that the Contractor reduce its pricing for national
conventions, industry association events, City events, City-sponsored events, or sporting events, based on the
event’s' economic impact to the City. In these instances, the City will waive its revenue share or a portion
thereof, as determined by the Director or his designee.
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Article VIII Compensation to City
8.1 In consideration of being the City’s Preferred AV and Exclusive Rigging Service
provider, Contractor agrees and shall pay to City a City Commission and/or MAG on Contractor’s Gross
Sales as follows:
TO BE DETERMINED
8.2 Due to the non-exclusivity of this Agreement, Contractor shall pay the City
Commission on Contractor’s Gross Sales of all AV Services generated from sales leads provided
by the City for events at the Facility for a period of twelve (12) months after termination of this
Agreement.
8.3 For events at the Facility during the term of this Agreement that were contracted
by Contractor prior to the commencement of this Agreement, Contractor shall pay the City
Commission on Contractor’s Gross Sales for these events. The City will not allow a reduced
City Commission for these events.
8.4 If Contractor uses the Designated Spaces to solicit and provide its services to third
parties not using the Facility, Contractor shall pay the City Commission on Contractor’s Gross
Sales for these services.
8.5 Payment shall be made within twenty (20) calendar days following the close of each
calendar month. Contractor shall furnish City with a Sales Report in accordance with Exhibit A, in a
format acceptable to City, for the prior calendar month period. Copies of approved Discount/Waiver
Request Forms must be included in Contractor’s monthly sales report and also kept in Contractor’s file.
8.6 All payments shall be made payable to the City of San Antonio and shall be sent to the
following, unless otherwise notified in writing by City.
City of San Antonio
Convention, Sports and Entertainment Facilities Department
Attn: Fiscal Division
P.O. Box 1809
San Antonio, Texas 78296-1809
8.7 Delinquency. Without waiving any other right of action available to City in the event of
default in the timely payment due by Contractor to City pursuant to this Agreement, Contractor agrees to
pay to City interest thereon at the rate of ten percent (10%) per annum from the date such item was due
and payable until paid, unless such rate is declared usurious under applicable Texas law, whereupon
Contractor agrees to pay the highest rate of interest allowed by such law. Such interest shall not accrue
with respect to disputed items being contested in good faith by Contractor.
8.8 Responsibility for Taxes, Fees, or License Charges. The amount paid to City shall not
include any taxes, fees or other license charges that may be levied, assessed or charged by any
governmental entity. Contractor agrees to pay such taxes, fees or other license charges directly to the
appropriate taxing authority.
8.9 Independent CPA. If so requested by City, Contractor shall employ an independent CPA
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who shall furnish an annual written audit to the City stating that in his or her opinion the amounts paid by
Contractor to City during the preceding year pursuant to this Agreement were made in accordance with
the applicable terms of this Agreement. The Audit shall be completed and delivered to City within one-
hundred twenty (120) days after the last day of the preceding calendar year.
8.10 Prior Review. Prior to commencement of operations hereunder, City may require that an
independent CPA, whose fees are paid for by Contractor, review the revenue control system(s) to be
utilized by Contractor, in conformance with Paragraphs 19 through 21, Section 640, American Institute of
Certified Accounts Statement of Auditing Standards. At the end of each twelve (12) months of operation
during the term of this Agreement, City may require that said independent CPA and/or City conduct all
necessary tests for compliance with the revenue control system. Copies of all reports from the
independent CPA shall be provided to City by Contractor. City may also require Contractor to provide
copies of internal control reports used by Contractor.
8.11 In invoicing Clients:
8.11.1 Contractor event records shall record each and every transaction and shall ensure a
duplicate invoice, serially numbered, is issued for all Services, Equipment and
labor provided to a Client at the Facility.
8.11.2 Contractor shall not disclose City Commission in any shape or form.
8.11.3 Contractor shall issue invoices to Clients no later than five (5) days after the event.
Article IX Quality Assurance
9.1 Contractor acknowledges and agrees that providing high quality Services and Equipment at
all times to Clients, as well as efficient and courteous staff, is an essential and integral part of this Agreement.
Contractor acknowledges that the failure to provide the quality of Services, Equipment and labor required
under this Agreement on a consistent basis may be cause for termination, subject to the early termination
provisions described herein. All work performed by Contractor hereunder shall be performed to the
reasonable satisfaction of Director or his designee. The determination made by Director or his designee shall
be final, binding and conclusive on all Parties hereto. City shall have the right to terminate this Agreement
following the applicable notice and cure period, if uncured, in accordance with Article XVIII, entitled
“Termination,” in whole or in part, should Contractor’s work not be reasonably satisfactory to Director or his
designee.
9.2 The Director or his designee shall send a survey to Clients, when appropriate, which grades
Contractor’s performance on a scale of “Excellent” to “Poor”, or as may be amended from time to time. Any
report indicating a less than “Good” rating, or the then equivalent rating in effect, will require Contractor,
through and by its General Manager, to provide a Survey Response in accordance with Exhibit A.
Article X Use of Facility
10.1 City shall provide a minimal amount of office space for Contractor’s General Manager.
The office space shall be located in HemisFair Park, Bldg. 277, adjacent to the Facility, as indicated in
City’s Designated Spaces Provisions in Exhibit D. City shall provide standard power outlets, but
Contractor is responsible for providing telephone and data lines and service at its own cost, as well as any
further improvements desired by Contractor. City shall pay for customary monthly electrical utility costs
associated with Contractor’s office space.
10.2 Contractor shall be entitled to occupy certain service and storage spaces within the
Facility as designated by City’s Designated Spaces Provisions in Exhibit G. The Designated Spaces shall
be mutually agreed within the Facility and in reasonably close proximity to the premises where events are
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held. The Designated Spaces shall contain standard power and shall be air-conditioned, as appropriate to
the use of the space. Contractor shall be responsible for providing telephone and data lines and services
at its own cost, and for the cost of any further improvements desired in the Designated Spaces, including
installation of all necessary cabinets, furniture, fixtures, equipment and any additional power, air-
conditioning, telephone and data outlets. Improvements must be reviewed and approved by the Director
or his designee prior to the commencement of any work. Contractor is responsible for all costs and
materials required to secure the Designated Spaces.
10.3 City shall have the right to enter the Designated Spaces to inspect at reasonable times and
upon notice during operating hours, to determine if Contractor has complied and is complying with the
terms and conditions of this Agreement. The City may enter the Designated Spaces at any time, in the
case of an emergency affecting the public interest or property.
10.4 Contractor agrees not to commit, permit, or allow any damage to any part of the Facility
and appurtenances thereto, including the Contractor’s Designated Spaces. If the Contractor breaches the
conditions hereof, City is expressly authorized to restore the Facility or other appurtenances and to make
such repairs, as may be necessary to prevent injury or damage, and Contractor agrees to pay the City
within ten (10) calendar days after the receipt of a statement of the cost of such repairs the full amount
due as shown on the statement.
10.5 Contractor shall conduct its operation in such a manner so as to prevent the following
from taking place at the Facility:
10.5.1 Any cause for public nuisance;
10.5.2 Any creation of objectionable noises, notwithstanding Contractor’s services;
10.5.3 Any generation of noxious smoke, gases, vapors and odors;
10.5.4 Any illegal activity;
10.5.5 Activities other than those permitted by this Agreement.
10.6 Deliveries of all supplies, goods, wares, merchandise and equipment shall be made at
locations and times mutually agreed by Contractor and City, provided however, that City shall not
unreasonably withhold its agreement where such locations and times are reasonably established by
Contractor as necessary to provide the services and which do not otherwise unreasonably interfere with
the operation of the Facility.
10.7 No excavation, additions or alterations shall be made by the Contractor to the Facility
and/or appurtenances without the prior written consent of the Director or his designee. The use of the
Facility and its appurtenances and Contractor’s Designated Spaces by the Contractor and its employees or
agents in any manner other than that authorized herein must be approved by the Director or his designee.
10.8 Contractor shall peaceably surrender and deliver to the City possession of the Designated
Spaces and improvements thereupon on the Expiration Date or date of termination of this Agreement.
10.9 Upon termination of this Agreement, Contractor shall remove from the Designated
Spaces, under the supervision of the Director or his designee, its merchandise, removable equipment,
trade fixtures and other personal property in such a manner as to cause no damage to the Designated
Spaces, and in the event of any such damage, Contractor agrees to reimburse City for repairs and/or
restoration to the Designated Spaces to the original condition at time of delivery to Contractor or to a
condition reasonably satisfactory to the City.
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10.10 If Contractor fails or neglects to remove all or any portion of its merchandise, equipment,
trade fixtures and/or personal property within fifteen (15) calendar days after the termination of the
Agreement, City, at its sole option and without prior notice to Contractor, may either remove and/or
dispose of the same and charge the cost of such removal and/or disposal to Contractor, which costs the
Contractor hereby agrees to pay.
10.11 Contractor shall, at its own cost and expense, at all times, maintain and keep Contractor’s
Designated Spaces and adjacent areas, free and clear from trash and other unsightly, unsafe or unsanitary
objects attributable to its operation.
10.12 The use of any mechanical or hand-operated vehicles or apparatus by Contractor or its
suppliers within the Facility shall be regulated by the City’s Operational Policies, attached hereto as
Exhibit F
Article XI Performance Bond
11.1 Contractor shall provide a Performance Bond in accordance with Exhibit A, in a
form acceptable to the City, made payable to the City of San Antonio, executed by a corporate
surety acceptable to City who is licensed pursuant to the Texas Insurance Code and listed on the
United States Department of the Treasury’s Listing of Approved Sureties (Dept Circular 570) in
the amount of two-hundred and fifty thousand dollars ($250,000.00). Said Performance Bond
must have attached thereto a Power of Attorney as evidence of the authority of the person
executing the bond to bind the surety. The Performance Bond must clearly and prominently
display on the bond or on an attachment to the bond: (1) the name, mailing address, physical
address, and telephone number, including the area code, of the surety company to which any
notice of claim should be sent; or (2) the toll-free telephone number maintained by the Texas
Department of Insurance pursuant to §521.051, Texas Insurance Code, and a statement that the
address of the surety company to which any notice of claim should be sent may be obtained from
the Texas Department of Insurance by calling the toll-free telephone number.
Article XII Advertising and Media Contacts
12.1 Contractor shall not erect, install or operate signage or improvements outside the
Contractor’s Designated Spaces, or in or upon any other City property without first having obtained the
written consent of the Director or his designee. Such written consent may provide conditions concerning
factors such as existing signage, size, type, content, and method of installation.
12.2 Contractor is prohibited from renting display screens for the purpose of advertising
within the lobbies of the Facility without the expressed written consent of the Director or his designee.
12.3 Contractor shall not refer to the City or any office, agency, or officer thereof, or any City
employee, or to the services or goods provided under this Agreement, without the written consent of the
Director or his designee.
12.4 Contractor shall refer all media inquiries regarding the subject matter of this Agreement
to the Director or his designee.
12.5 Contractor shall not use the City or any other company brand logos on collateral
marketing materials, printed documents, order forms, websites, badges, or uniforms unless approved by
the Director or his designee.
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12.6 Contractor shall not share any of the data collected from Clients with any other
companies, including parent companies or other affiliated companies.
12.7 Solicitations to use other companies, other than the official Contractor, are also
prohibited.
Article XIII Sustainability
13.1 Unless otherwise directed by the City, Contractor shall implement a Recycling Program in
accordance with Exhibit A and shall continue said program throughout the term of this Agreement.
13.2 Contractor shall make efforts to operate Facility utilities efficiently (e.g., turn lights and
power switches off when not in use).
13.3 To the greatest extent possible Contractor shall purchase products with recycled content
and commit to environmentally sustainable alternatives that meet Leadership in Energy and Environmental
Design (LEED) compliance standards.
13.4 The Contractor shall use approved LEED-certified or “green” equipment, methods and
applications, unless otherwise approved by the Director or his designee.
13.5 Contractor shall comply with City’s future sustainability policies at its sole cost and
expense.
Article XIV Contractor’s Losses or Damages
14.1 City shall not be held responsible under any circumstances for loss or damage to
Contractor’s stored supplies, materials or equipment, or for personal belongings of Contractor employees in
the Facility or Designated Spaces.
Article XV City’s Existing Agreements
15.1 It is expressly understood that City has contractual agreements on an exclusive or
partially-exclusive basis for the services listed below:
15.1.1 Food and Beverage Catering and Concessions
15.1.2 Novelties
15.1.3 ATMs
15.1.4 Vending
15.1.5 Telecommunications
15.1.6 Business Center
15.1.7 Temporary Electrical and Plumbing
15.1.8 Event Ticketing
15.2 Subject to the City providing Contractor with copies of these existing agreements it is the
responsibility of the Contractor to ensure that any services proposed or performed shall not conflict or violate
the terms of these existing agreements.
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Article XVI Waiver of Liens
16.1 It is understood that by virtue of this Agreement, no mechanic, contractor, material man,
artisan or laborer, whether skilled or unskilled, shall ever in any manner have, claim or acquire any lien
upon the Facility, or any of the improvements of whatever nature or kind so erected or to be erected by
virtue of this Agreement, nor upon any of the land upon which said Facility or any of the improvements
are so erected, built or situated. Contractor will obtain and furnish to City a Waiver of Liens from each
vendor, material manufacturer, and laborer in the supply, installation and servicing of each piece of
equipment prior to final payment.
Article XVII Audit and Records Retention
17.1 Contractor shall provide to Director or his designee all reports reasonably requested by
City including, but not limited to, reviewed financial statements and reports, reports and accounting of
services rendered, and any other reports or documents reasonably requested in connection with services
rendered hereunder. Contractor shall provide financial and service reports in a time frame as determined
by City. Contractor shall also provide any other reports or documents to City within five (5) working
days after Contractor receives City’s written requests, unless the parties agree in writing on a longer
period.
17.1.1 City may require Contractor to submit reports in a format suitable to City.
Contractor may seek approval of Director or his designee by proposing a format
in which information shall be provided to City.
17.2 Audit Rights. In addition to the requirement of Section 8.9, City or its authorized
representative shall at all reasonable times with prior notice have the right to examine, inspect, and audit
all books and records relating to Contractor’s services hereunder as necessary to determine the accuracy
of reports relative to the Gross Sales of Contractor’s operations under this Agreement. The cost and
expense incurred by City incident thereto shall be the sole responsibility of and borne by City. If, as a
result of such audit, it is established that Contractor has understated the Gross Sales, upon which the
payment to City is based, generated by three percent (3%) or more of the amount reported to City during
the previous reporting period under this Agreement, then the entire expense of said audit shall be borne by
Contractor. Any additional fees due as a result of the understatement shall forthwith be paid by
Contractor to City with interest thereon at ten percent (10%) per annum from (or the highest rate allowed
by Texas law) the date such additional fees become due. Such records shall without limitation include the
records of all daily receipts and deposits, and all books, accounts, memoranda, and all or any other
documents of Contractor indicating and substantiating the amount of any expenditures and receipts
related to the foregoing: deposit slips, bills, vouchers, payroll records, purchase orders, and other
pertinent records that, under recognized accounting and industry practices, contain information bearing
upon or relating to cost, income, gross sales, or subsidy.
17.3 Any changes to audit intervals and record retention will be determined by the City in its
sole discretion.
17.4 Contractor shall, consistent with its business practices, take all precautions to ensure that
all cash income received from any source and non-cash vouchers are immediately recorded and that
designated reports are submitted as required under this Agreement.
17.5 Contractor shall also be subject to periodic, reasonable, unannounced operating audits.
Such audits may include, but not be limited to, a comprehensive review of:
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17.5.1 Service quality, attentiveness, courteousness, etc.
17.5.2 Personnel appearance
17.5.3 Training program techniques, schedules, and records
17.5.4 Safety conditions
17.5.5 Operational performance from a financial perspective
17.5.6 Other related operational conditions and/or practices
17.6 Contractor shall be notified by the Director or his designee of conditions needing
reasonable correction or improvement. Contractor shall promptly comply with any such reasonable
requests.
17.7 Records Retention.
17.7.1 Contractor shall maintain, in accordance with generally accepted accounting
principles, full, complete and accurate records and accounts of fees and all sums
of money paid or payable for or on account of or arising out of the business and
all business transactions covered by this Agreement or for the account of
Contractor, for each day of the Initial Term and Renewal Term hereof. Such
records and accounts and all supporting records shall be kept in a format
mutually agreed upon by Contractor and City, provided to City on a monthly
basis, and preserved by Contractor for four (4) years (“retention period”) from
the date of termination of the Agreement at the local offices of Contractor, and
made available to City and City’s duly authorized agents and representatives for
examination during Contractor’s regular business hours. City reserves the right to
audit Contractor’s books and records at any time upon demand.
17.7.2 If, at the end of the retention period, there is litigation or other questions arising
from, involving or concerning this documentation or the services provided
hereunder, Contractor shall retain the records until the resolution of such
litigation or other such questions. Contractor acknowledges and agrees that City
shall have access to any and all such documents at any and all times, as deemed
necessary by City, during said retention period. City may, at its election, require
Contractor to return said documents to City prior to or at the conclusion of said
retention.
17.8 Public Information. Contractor acknowledges that such records are subject to the Texas
Public Information Act. Contractor shall notify City, immediately, in the event Contractor receives any
requests for information from a third party, which pertain to the documentation and records referenced
herein. Contractor understands and agrees that City will process and handle all such requests.
Article XVIII Termination
18.1 For purposes of this Agreement, "termination" of this Agreement shall mean termination
by expiration of the Agreement term as stated in Article II entitled “Term,” or earlier termination pursuant
to any of the provisions hereof.
18.2 At the conclusion of the second year of this Agreement, City may elect to terminate the
Agreement on any basis stated in the Agreement and also if Contractor has not secured and provided
service to at least twenty-five percent (25%) of the trade shows and conventions held during the first two-
year period.
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18.3 Termination Without Cause. This Agreement may be terminated by City upon six (6)
month’s written notice, which notice shall be provided in accordance with Article XIX, entitled “Notice.”
Contractor may terminate this Agreement with City’s consent upon six (6) month’s written notice as
provided in Article XIX, entitled “Notice.”
18.4 Termination For Cause. Upon written notice, which notice shall be provided in
accordance with Article XIX, entitled “Notice,” City may terminate this Agreement as of the date
provided in the notice, in whole or in part, upon the occurrence of one (1) or more of the following
events, each of which shall constitute an Event for Cause under this Agreement:
18.4.1 The sale, transfer, pledge, conveyance or assignment of this Agreement without
prior approval, as provided in Article XXII, “Assignment and Subcontracting”.
18.4.2 The filing of a petition for bankruptcy by the Contractor. Upon the filing of a
petition for bankruptcy by the Contractor this Agreement automatically
terminates and no further payments will be due Contractor for services performed
under this Agreement.
18.5 Defaults With Opportunity for Cure. Should Contractor default in the performance of a
material provision of this Agreement, it shall be considered an event of default. City shall deliver written
notice of said default specifying such matter(s) in default. Contractor shall have thirty (30) calendar days
after receipt of the written notice, in accordance with Article XIX, entitled “Notice,” to cure such default.
If Contractor fails to cure the default within such cure period, or if such cure cannot be reasonably cured
with such period, if Contractor’s fails to commence and diligently pursue such cure within such period,
City shall have the right, without further notice, to terminate this Agreement in whole or in part as City
deems appropriate, and to contract with another entity to complete the work required in this Agreement.
18.5.1 Failure to comply with the terms and conditions stated in Article XXIV, entitled
“SBEDA and Disadvantaged Business Requirements.”
18.5.2 Bankruptcy or selling substantially all of company’s assets.
18.5.3 Failing to perform or failing to comply with any covenant herein required.
18.5.4 Performing unsatisfactorily.
18.6 Termination By Law. If any state or federal law or regulation is enacted or promulgated
which prohibits the performance of any of the duties herein, or, if any law is interpreted to prohibit such
performance, this Agreement shall automatically terminate as of the effective date of such prohibition.
18.7 Regardless of how this Agreement is terminated, Contractor shall affect an orderly
transfer to City or to such person(s) or firm(s) as the City may designate, at no additional cost to City, all
completed or partially completed documents, papers, records, charts, reports, and any other materials or
information produced as a result of or pertaining to the services rendered by Contractor, or provided to
Contractor, hereunder, regardless of storage medium, if so requested by City, or shall otherwise be
retained by Contractor in accordance with Article XVII, entitled “Audit and Records Retention”. Any
record transfer shall be completed within thirty (30) calendar days of a written request by City and shall
be completed at Contractor’s sole cost and expense.
18.8 Upon the effective date of expiration or termination of this Agreement, Contractor shall
cease all operations of work being performed by Contractor or any of its subcontractors pursuant to this
Agreement. Expiration or termination of this Agreement shall not preclude Contractor from continuing to
provide services and equipment at the City’s venues through its direct contractual relationships with
Clients.
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18.9 Termination not sole remedy. In no event shall City’s action of terminating this
Agreement, whether for cause or otherwise, be deemed an election of City’s remedies, nor shall such
termination limit, in any way, at law or at equity, City’s right to seek damages from or otherwise pursue
Contractor for any default hereunder or other action.
Article XIX Notice
19.1 Except where the terms of this Agreement expressly provide otherwise, any election,
notice or communication required or permitted to be given under this Agreement shall be in writing and
deemed to have been duly given if and when delivered personally (with receipt acknowledged), or three
(3) days after depositing same in the U.S. mail, first class, with proper postage prepaid, or upon receipt if
sending the same by certified mail, return receipt requested, or upon receipt when sent by a commercial
courier service (such as FedEx or UPS) for expedited delivery to be confirmed in writing by such courier,
at the addresses set forth below or to such other address as either Party may from time to time designate in
writing.
If intended for CITY, to: Director
San Antonio Convention, Sports and Entertainment Facilities
200 E. Market St.
P.O. Box 1809
San Antonio, Texas 78296-1809
If intended for Contractor, to:
With copy to:
Article XX Insurance
20.1 Prior to the commencement of any work under this Agreement, Contractor shall furnish
copies of all required endorsements and completed Certificate(s) of Insurance to the City’s Convention,
Sports and Entertainment Facilities Department, which shall be clearly labeled “Audio Visual and Rigging
Services Agreement” in the Description of Operations block of the Certificate. The Certificate(s) shall be
completed by an agent and signed by a person authorized by that insurer to bind coverage on its behalf. The
City will not accept a Memorandum of Insurance or Binder as proof of insurance. The certificate(s) must
have the agent’s signature and phone number, and be mailed, with copies of all applicable endorsements,
directly from the insurer’s authorized representative to the City. The City shall have no duty to pay or
perform under this Agreement until such certificate and endorsements have been received and approved by
the City’s Convention, Sports and Entertainment Facilities Department. No officer or employee, other than
the City’s Risk Manager, shall have authority to waive this requirement.
20.2 The City reserves the right to review the insurance requirements of this Article during the
effective period of this Agreement and any extension or renewal hereof and to modify insurance coverages
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and their limits when deemed necessary and prudent by City’s Risk Manager based upon changes in statutory
law, court decisions, or circumstances surrounding this Agreement. In no instance will City allow
modification whereby City may incur increased risk.
20.3 A Contractor’s financial integrity is of interest to the City; therefore, subject to Contractor’s
right to maintain reasonable deductibles in such amounts as are approved by the City, Contractor shall obtain
and maintain in full force and effect for the duration of this Agreement, and any extension hereof, at
Contractor’s sole expense, insurance coverage written on an occurrence basis, unless otherwise indicated, by
companies authorized to do business in the State of Texas and with an A.M Best’s rating of no less than A-
(VII), in the following types and for an amount not less than the amount listed below:
TYPE AMOUNT
1. Workers' Compensation and Statutory
2. Employers Liability $500,000/$500,000/$500,000
3. Broad Form Commercial General Liability For Bodily Injury and Property Damage of
Insurance to include coverage for the $2,000,000 per occurrence; $5,000,000
following: General Aggregate, or its equivalent, in
a. Premises/Operations Umbrella or Excess Liability Coverage
* b. Independent Contractors
c. Products/Completed Operations
d. Personal Injury
e. Contractual Liability
f. Damage to property rented by you f. $100,000
* where the exposure exists
4. Business Automobile Liability Combined Single Limit for Bodily Injury
a. Owned/Leased Vehicles and Property Damage of $1,000,000 per
b. Non-Owned Vehicles occurrence
c. Hired Vehicles
20.4 A Contractor’s agrees to require, by written contract, that all subcontractors providing
goods or services hereunder obtain the same insurance coverages required of Contractor herein, and provide a
certificate of insurance and endorsement that names the Contractor and the City as additional insureds.
Contractor shall provide the City with said certificate and endorsement prior to the commencement of any
work by the subcontractor. This provision may be modified by City’s Risk Manager, without subsequent City
Council approval, when deemed necessary and prudent, based upon changes in statutory law, court decisions,
or circumstances surrounding this agreement. Such modification may be enacted by letter signed by City’s
Risk Manager, which shall become a part of the contract for all purposes.
20.5 As they apply to the limits required by the City, the City shall be entitled, upon request and
without expense, to receive copies of the policies, declaration page, and all endorsements thereto and may
require the deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions
(except where policy provisions are established by law or regulation binding upon either of the parties hereto
or the underwriter of any such policies). Contractor shall be required to comply with any such requests and
shall submit a copy of the replacement certificate of insurance to City at the address provided below within 10
days of the requested change. Contractor shall pay any costs incurred resulting from said changes.
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City of San Antonio
Convention, Sports and Entertainment Facilities Department
Attn: Fiscal Division
P.O. Box 1809
San Antonio, Texas 78296-1809
20.6 Contractor agrees that with respect to the above required insurance, all insurance policies
are to contain or be endorsed to contain the following provisions:
Name the City, its officers, officials, employees, volunteers, and elected representatives
as additional insureds by endorsement, as respects operations and activities of, or on
behalf of, the named insured performed under contract with the City, with the
exception of the workers’ compensation and professional liability policies;
Provide for an endorsement that the “other insurance” clause shall not apply to the City
of San Antonio where the City is an additional insured shown on the policy;
Workers’ compensation, employers’ liability, general liability and automobile liability
policies will provide a waiver of subrogation in favor of the City.
Provide advance written notice directly to City of any suspension, cancellation, non-
renewal or material change in coverage, and not less than ten (10) calendar days
advance notice for nonpayment of premium.
20.7 Within five (5) calendar days of a suspension, cancellation or non-renewal of coverage,
Contractor shall provide a replacement Certificate of Insurance and applicable endorsements to City. City
shall have the option to suspend Contractor’s performance should there be a lapse in coverage at any time
during this Agreement. Failure to provide and to maintain the required insurance shall constitute a material
breach of this Agreement.
20.8 In addition to any other remedies the City may have upon Contractor’s failure to provide
and maintain any insurance or policy endorsements to the extent and within the time herein required, the City
shall have the right to order Contractor to stop work hereunder, and/or withhold any payment(s) which
become due to Contractor hereunder until Contractor demonstrates compliance with the requirements hereof.
20.9 Nothing herein contained shall be construed as limiting in any way the extent to which
Contractor may be held responsible for payments of damages to persons or property resulting from
Contractor’s or its subcontractors’ performance of the work covered under this Agreement.
20.10 It is agreed that Contractor’s insurance shall be deemed primary and non-contributory with
respect to any insurance or self insurance carried by the City of San Antonio for liability arising out of
operations under this Agreement.
20.11 It is understood and agreed that the insurance required is in addition to and separate from
any other obligation contained in this Agreement and that no claim or action by or on behalf of the City shall
be limited to insurance coverage provided..
20.12 Contractor and any subcontractors are responsible for all damage to their own equipment
and/or property.
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Article XXI Indemnification
21.1 Contractor covenants and agrees to FULLY INDEMNIFY, DEFEND and HOLD
HARMLESS, the CITY and the elected officials, employees, officers, directors, volunteers and
representatives of the CITY, individually and collectively, from and against any and all costs,
claims, liens, damages, losses, expenses, fees, fines, penalties, proceedings, actions, demands, causes
of action, liability and suits of any kind and nature, including but not limited to, personal or bodily
injury, death and property damage, made upon the City directly or indirectly arising out of,
resulting from or related to Contractor’s activities under this Agreement, including any acts or
omissions of Contractor, any agent, officer, director, representative, employee, consultant or
subcontractor of Contractor, and their respective officers, agents employees, directors and
representatives while in the exercise of the rights or performance of the duties under this
Agreement. The indemnity provided for in this paragraph shall not apply to any liability resulting
from the negligence of City, it s officers or employees, in instances where such negligence causes
personal injury, death, or property damage. IN THE EVENT CONTRACTOR AND CITY ARE
FOUND JOINTLY LIABLE BY A COURT OF COMPETENT JURISDICTION, LIABILITY
SHALL BE APPORTIONED COMPARATIVELY IN ACCORDANCE WITH THE LAWS FOR
THE STATE OF TEXAS, WITHOUT, HOWEVER, WAIVING ANY GOVERNMENTAL
IMMUNITY AVAILABLE TO THE CITY UNDER TEXAS LAW AND WITHOUT WAIVING
ANY DEFENSES OF THE PARTIES UNDER TEXAS LAW.
21.2 The provisions of this INDEMNITY are solely for the benefit of the Parties hereto and
not intended to create or grant any rights, contractual or otherwise, to any other person or entity.
Contractor shall advise the City in writing within 24 hours of any claim or demand against the City or
Contractor known to Contractor related to or arising out of Contractor's activities under this Agreement
and shall see to the investigation and defense of such claim or demand at Contractor's cost. The City shall
have the right, at its option and at its own expense, to participate in such defense without relieving
Contractor of any of its obligations under this paragraph.
21.3 Defense Counsel – City shall have the right to select or to approve defense counsel to be
retained by Contractor in fulfilling its obligation hereunder to defend and indemnify City, unless such
right is expressly waived by City in writing. Contractor shall retain City approved defense counsel within
seven (7) business days of City’s written notice that City is invoking its right to indemnification under
this Agreement. If Contractor fails to retain Counsel within such time period, City shall have the right to
retain defense counsel on its own behalf, and Contractor shall be liable for all costs incurred by City. City
shall also have the right, at its option, to be represented by advisory counsel of its own selection and at its
own expense, without waiving the foregoing.
21.4 Employee Litigation – In any and all claims against any party indemnified hereunder by
any employee of Contractor, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable, the indemnification obligation herein provided shall not
be limited in any way by any limitation on the amount or type of damages, compensation or benefits
payable by or for Contractor or any subcontractor under worker’s compensation or other employee benefit
acts.
Article XXII Assignment and Subcontracting
22.1 Except as otherwise stated herein, Contractor may not sell, assign, pledge, transfer or
convey any interest in this Agreement, nor delegate the performance of any duties hereunder, by transfer,
by subcontracting or any other means, without the prior written approval of the City, which consent shall
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not be unreasonably withheld. As a condition of such consent, if such consent is granted, Contractor shall
remain jointly and severally liable for completion of the services in this Agreement.
22.2 Any attempt to transfer, pledge or otherwise assign this Agreement without said written
approval, shall be void ab initio and shall confer no duties or obligations upon the City with respect to any
third person. Should Contractor assign, transfer, convey, delegate, or otherwise dispose of all or any part
of its right, title or interest in this Agreement, City may, at its option, cancel this Agreement and all rights,
titles and interest of Contractor shall thereupon cease and terminate, in accordance with Article XVIII
“Termination” notwithstanding any other remedy available to City under this Agreement. The violation of
this provision by Contractor shall in no event release Contractor from any obligation under the terms of
this Agreement, nor shall it relieve or release Contractor from the payment of any damages to City, which
City sustains as a result of such violation.
22.3 Any work or services approved for subcontracting hereunder shall be subcontracted only
by written contract and, unless specific waiver is granted in writing by the City, shall be subject by its
terms to each and every provision of this Agreement. Compliance by subcontractors with this Agreement
shall be the responsibility of Contractor. City shall in no event be obligated to any third party, including
any subcontractor of Contractor, for performance of services or payment of fees. Any references in this
Agreement to an assignee, transferee, or subcontractor, means only that such entity has been approved by
the City Council.
22.4 Contractor shall supply qualified personnel as may be necessary to complete the work to
be performed under this Agreement. Persons retained to perform work pursuant to this Agreement shall
be the employees or subcontractors of Contractor. Contractor, its employees or its subcontractors shall
perform all necessary work.
22.5 It is City’s understanding and this Agreement is made in reliance thereon that Contractor
intends to use the subcontractors listed on the Good Faith Effort Plan in Exhibit B in the performance of
this Agreement. Any deviation from this subcontractor list, whether in the form of deletions, additions or
substitutions shall be approved by City Council, as evidenced by passage of an ordinance, prior to the
provision of any services by said subcontractor.
22.6 Contractor shall provide to City a SBEDA Compliance Report in accordance with Exhibit
A.
Article XXIII Independent Contractor
23.1 Contractor covenants and agrees that it is an independent Contractor and not an officer,
agent, servant or employee of City; that Contractor shall have exclusive control of and exclusive right to
control the details of the work performed hereunder and all persons performing same, and shall be
responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and
contractors; that the doctrine of respondent superior shall not apply as between City and Contractor, its
officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be
construed as creating the relationship of employer-employee, principal-agent, partners or joint ventures
between City and Contractor. The Parties hereto understand and agree that the City shall not be liable for
any claims, which may be asserted by any third party occurring in connection with the work to be
performed by the Contractor under this Agreement and that the Contractor has no authority to bind City.
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Article XXIV SBEDA and Disadvantaged Business Requirements
24.1 DEFINITIONS
24.1.1 SBEDA Program. The City has adopted a Small Business Economic
Development Advocacy Ordinance (the “SBEDA Program”), which is posted on
the City’s Economic Development Department website and is also available in
hard copy form upon request to the City. In addition to the definitions provided
in the SBEDA Program, the following definitions will apply pursuant to SBEDA
Program requirements and this Agreement:
24.1.1.1 SBEDA Enterprise (“SE”) – A corporation, Limited Liability Company,
partnership, individual, sole proprietorship, joint stock company, joint venture,
professional association or any other legal entity operated for profit that is
properly licensed, as applicable, and otherwise authorized to do business in the
state of Texas and certified pursuant to SBEDA Program requirements.
24.1.1.2 Commercially Useful Function – A function performed by an SE when
it is responsible for supplying goods or for execution of a distinct element of the
work of a contract and carrying out its responsibilities by actually performing,
managing and supervising the work involved. To determine whether an SE is
performing a Commercially Useful Function, the amount of work subcontracted,
industry practices and other relevant factors shall be evaluated. Commercially
Useful Function is measured for purposes of determining participation on a
contract, not for determination of certification eligibility.
24.1.1.3 Conduit – An SE that knowingly agrees to pass the scope of work for
which it is listed for participation, and is scheduled to perform or supply on the
contract, to a non-SE firm. In this type of relationship, the SE has not performed
a Commercially Useful Function and the arranged agreement between the two
parties is not consistent with standard industry practice. This arrangement does
not meet the Commercially Useful Function requirement and therefore the SE’s
participation does not count toward the SE utilization goal.
24.1.1.4 SBEDA Plan – The Good Faith Effort Plan (“GFEP”), SBEDA
Narrative, List of Subcontractors/Suppliers and executed Letters of Intent (all as
applicable) that are submitted with Contractor’s submittal for this project
Agreement, attached hereto and incorporated herein as Exhibit B.
24.2 For this Agreement, the Parties agree that:
24.2.1 The terms of the City’s SBEDA Ordinance, as amended, together with all
requirements and guidelines established under or pursuant to the Ordinance
(collectively, the “SBEDA Program”) are incorporated into this Agreement by
reference; and
24.2.2 The failure of Contractor or any applicable SE to comply with any provision of
the SBEDA Program shall constitute a material breach of the SBEDA Program
and this Agreement.
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24.2.3 Failure of Contractor or any applicable SE to provide any documentation or
written submissions required by the City Managing Department or SBEDA
Program Office pursuant to the SBEDA Program, within the time period set forth
by the SBEDA Program Office, shall constitute a material breach of the SBEDA
Program and this Agreement.
24.2.4 During the Term of this Agreement, and any renewals thereof, any unjustified
failure to utilize good faith efforts to meet, and maintain, the levels of SE
participation identified in Contractor’s SBEDA Plan (Exhibit B) shall constitute a
material breach of the SBEDA Program and this Agreement.
24.2.5 Contractor shall pay all suppliers and subcontractors identified in its SBEDA
Plan (Exhibit B) in a timely manner for satisfactory work, pursuant to and as
outlined in Section VII, Paragraph F(2)(e) of the SBEDA Ordinance, as
amended. Documentation of all billing and payment information applicable to
SBEDA Plan suppliers and subcontractors shall be submitted by Contractor to
the City Managing Department. Failure to pay SEs in a timely manner or submit
the required billing and payment documentation shall constitute a material breach
of this Agreement.
24.3 The Parties also agree that the following shall constitute a material breach of the
SBEDA Program and this Agreement:
24.3.1 Failure of Contractor to utilize an SE that was originally listed at bid opening or
proposal/SOQ submission to satisfy SBEDA Program goals in order to be
awarded this Agreement, or failing to allow such SE to perform a Commercially
Useful Function; or
24.3.2 Modification or elimination by Contractor of all or a portion of the scope of work
attributable to an SE upon which the Agreement was awarded; or
24.3.3 Termination by Contractor of an SE originally utilized as a Subcontractor, Joint
Venturer, Supplier, Manufacturer or Broker in order to be awarded the
Agreement without replacing such SE with another SE performing the same
Commercially Useful Function and dollar amount, or without demonstrating each
element of Modified Good Faith Efforts to do so; or
24.3.4 Participation by Contractor in a Conduit relationship with an SE scheduled to
perform work that is the subject of this Agreement.
24.4 Remedies for Violation of SBEDA Program. The Parties further agree that in addition
to any other remedies the City may have at law or in equity, or under this Agreement for material breach,
including the specified remedies available under the SBEDA Program for Alternative Construction
Delivery Method, the City shall be entitled, at its election, to exercise any one or more of the following
remedies if the Contractor materially breaches the requirements of the SBEDA Program:
24.4.1 Terminate this Agreement for default;
24.4.2 Suspend this Agreement for default;
24.4.3 Withhold all payments due to the Contractor under this Agreement until such
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violation has been fully cured or the Parties have reached a mutually agreeable
resolution; and/or
24.4.4 Offset any amounts necessary to cure any material breach of the requirements of
the SBEDA Program from any retainage being held by the City pursuant to the
Agreement, or from any other amounts due to the Contractor under the
Agreement.
24.4.5 Suspension, Revocation or Modification of SE Certification: The SBEDA
Program Office may suspend or revoke an offending SE's eligibility for
Certification, and may suspend its participation from counting toward a project
goal, based upon such SE's acting as a Conduit, failing to comply with the
provisions of the SBEDA Program, failing to perform a Commercially Useful
Function on a project, failing to submit information as required by the SBEDA
Program Office, submitting false, misleading or materially incomplete
statements, documentation or records, or failing to cooperate in investigations.
The SBEDA Program Office may further modify the list of areas for which an SE
is certified, if the SE is routinely failing to submit bids or proposals for work in a
particular area, or if it becomes apparent that the SE is not qualified to perform
work in a particular area.
The Parties agree that nothing in the SBEDA Program or that any action or inaction by
the SBEDA Program Office or the SBEDA Program Manager shall be deemed a
representation or certification that an SE is qualified to perform work in a particular area
for the purposes of this Agreement.
The remedies set forth herein shall be deemed cumulative and not exclusive and may
be exercised successively or concurrently, in addition to any other available remedy.
24.5 City Process for Exercising SBEDA Program Remedies. The SBEDA Program
Manager shall make all decisions regarding the suspension or revocation of an SE’s certification as well
as the duration of such suspension or revocation. The SBEDA Program Manager shall make a
recommendation to the Managing Department Director regarding appropriate remedies for the City to
exercise in the event a Contractor violates the SBEDA Program. The Managing Department Director
shall make a recommendation regarding appropriate remedies to the City Manager or designee, who shall
have final recommendation regarding the remedy to be exercised except for termination of the
Agreement. If the recommended remedy is to terminate the Agreement, then the Managing Department
Director or City Manager, or her designee, shall bring forward the recommendation to City Council for
final determination.
24.6 Special Provisions for Extension of Agreements. In the event the City extends this
Agreement without a competitive Bid process, the City Managing Department responsible for monitoring
the Agreement shall establish the following, subject to review and approval by the SBEDA Program
Manager:
24.6.1 A SBEDA Utilization Goal for the extended period; and
24.6.2 A modified version of the Good Faith Efforts (“Modified Good Faith Efforts
Plan”) set forth in the SBEDA Program Ordinance, as amended, if Contractor
does not meet the SBEDA Utilization Goal; and
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24.6.3 The required minimum Good Faith Efforts outreach attempts that Contractor
shall be required to document in attempting to meet the SBEDA Utilization Goal.
The SBEDA Utilization Goal, Modified Good Faith Efforts Plan and the required
number of minimum Good Faith Efforts outreach attempts shall be added into the
Agreement extension document. The Contractor entering into the extension shall
either meet the SBEDA Utilization Goal or document that it has made the Good
Faith Efforts to meet the SBEDA Utilization Goal. Failure to do so shall:
24.6.3.1 Subject Contractor to any of the remedies listed above; and/or
24.6.3.2 Result in resolicitation of the Agreement to be extended.
Article XXV Non Discrimination
25.1 The Contractor, in the execution of this Agreement, agrees that he shall not discriminate in
his employment practices against any person because of race, color, creed, sex or origin. The Contractor
agrees that he/she will not engage in employment practices, which have the effect of discriminating against
employees or prospective employees because of race, color, religion, national origin, sex, age, handicap or
political belief or affiliation. In addition, Contractor agrees that he/she will abide by all applicable terms and
City "General Conditions" governing wages and labor standards and practices, established by City
ordinance 60110, amended by City ordinance 71312, and provisions of the Nondiscrimination Clause and
the Small and/or Minority Business Advocacy Clause as contained in the City of San Antonio’s current
Affirmative Action Plan on file in the City Clerk’s Office.
Article XXVI Conflict of Interest
26.1 Contractor acknowledges that it is informed that the Charter of the City of San Antonio
and its Ethics Code prohibit a City officer or employee, as those terms are defined in Part B, Section 10 of
the Ethics Code, from having a financial interest in any contract with the City or any City agency such as
city owned utilities. An officer or employee has a “prohibited financial interest” in a contract with the
City or in the sale to the City of land, materials, supplies or service, if any of the following individual(s)
or entities is a party to the contract or sale: a City officer or employee; his parent, child or spouse; a
business entity in which the officer or employee, or his parent, child or spouse owns ten (10) percent or
more of the voting stock or shares of the business entity, or ten (10) percent or more of the fair market
value of the business entity; a business entity in which any individual or entity above listed is a
subcontractor on a City contract, a partner or a parent or subsidiary business entity.
26.2 Pursuant to the Section above, Contractor warrants and certifies, and this Agreement is
made in reliance thereon, that it, its officers, employees and agents are neither officers nor employees of
the City. Contractor further warrants and certifies that is has tendered to the City a Discretionary
Contracts Disclosure Statement in compliance with the City’s Ethics Code.
26.3 Contractor must disclose if it is associated in any manner with a City Official or
employee in a business venture or business dealings. Failure to do so will constitute a violation of the
City Ordinance No. 76933. To be "associated" in a business venture or business dealings includes being
in a partnership or joint venture with the officer or employee, having a contract with the officer or
employee, being joint owners of a business, owning at least 10% of the stock in a corporation in which a
City officer or employee also owns at least 10%, or having an established business relationship as client
or customer.
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Article XXVII Amendments
27.1 Except where the terms of this Agreement expressly provide otherwise, any alterations,
additions, or deletions to the terms hereof, shall be effected by amendment, in writing, executed by both
City and Contractor, and subject to approval by the City Council, as evidenced by passage of an
ordinance.
Article XXVIII Severability
28.1 If any clause or provision of this Agreement is held invalid, illegal or unenforceable
under present or future local, State or Federal laws, including, but not limited to the City Charter, City
Code, or ordinances of the City of San Antonio, Texas, then and in that event it is the intention of the
Parties hereto that such invalidity, illegality or unenforceability shall not affect any other clause or
provision hereof and that the remainder of this Agreement shall be construed as if such invalid, illegal or
unenforceable clause or provision was never contained herein; it is also the intention of the Parties hereto
that in lieu of each clause or provision of this Agreement that is invalid, illegal, or unenforceable, there be
added as a part of the Agreement a clause or provision as similar in terms to such invalid, illegal or
unenforceable clause or provision as may be possible, legal, valid and enforceable.
Article XXIX Licenses/Certifications/Permits
29.1 Contractor warrants and certifies that Contractor and any other person designated to
provide services hereunder has the requisite training, license and/or certification to provide said services,
and meets all competence standards promulgated by all other authoritative bodies, as applicable to the
services provided herein.
29.2 Contractor shall secure and keep current all permits or licenses required by law, pay
promptly all charges or fees, and give all notices necessary and incidental to the lawful provision of AV
and Rigging Services in the Facility.
29.3 Contractor shall obtain, maintain, and pay for all licenses, permits, and certificates
including all professional licenses required by any statue, ordinance, rule, or regulation. Contractor shall
immediately notify the Director or his designee, in writing, of any suspension, revocation, or other
detrimental action against his or her license.
Article XXX Taxes
30.1 Contractor shall pay any and all applicable taxes on accounts of its services hereunder,
including but not limited to, real property, personal property, sales tax and possessory interest or use tax,
assessed or levied on Contractor’s or City’s interest in this Agreement, Contractor’s real or personal
property and/or improvements constructed in City’s property by Contractor, if any. This provision
constitutes notice of possibility of the imposition of a possessory interest tax as contemplated by Revenue
and Taxation Code Section 107.6.
Article XXXI Compliance
31.1 Contractor shall provide and perform all services required under this Agreement in
compliance with all applicable federal, state and local laws, rules and regulations.
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Article XXXII Nonwaiver of Performance
32.1 Unless otherwise specifically provided for in this Agreement, a waiver by either Party of
a breach of any of the terms, conditions, covenants or guarantees of this Agreement shall not be construed
or held to be a waiver of any succeeding or preceding breach of the same or any other term, condition,
covenant or guarantee herein contained. Further, any failure of either Party to insist in any one or more
cases upon the strict performance of any of the covenants of this Agreement, or to exercise any option
herein contained, shall in no event be construed as a waiver or relinquishment for the future of such
covenant or option. In fact, no waiver, change, modification or discharge by either Party hereto of any
provision of this Agreement shall be deemed to have been made or shall be effective unless expressed in
writing and signed by the Party to be charged. In the case of City, such changes must be approved by the
City Manager or her designee as described in Article XXVII “Amendments”. No act or omission by a
Party shall in any manner impair or prejudice any right, power, privilege, or remedy available to that
Party hereunder or by law or in equity, such rights, powers, privileges, or remedies to be always
specifically preserved hereby.
Article XXXIII Force Majeure
33.1 In the event that the performance by either Party of any of its obligations or undertakings
hereunder shall be interrupted or delayed by any occurrence and not occasioned by the conduct of either
Party hereto, whether such occurrence be an act of God or the common enemy or the result of war, riot, civil
commotion, sovereign conduct, or the act or conduct of any person or persons not a Party or privy hereto,
then such Party shall be excused from performance for a period of time as is reasonably necessary after such
occurrence to remedy the effects thereof, and each Party shall bear the cost of any expense it may incur due
to the occurrence.
Article XXXIV Law Applicable
34.1 THIS AGREEMENT SHALL BE CONSTRUED UNDER AND IN
ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS AND ALL OBLIGATIONS OF
THE PARTIES CREATED HEREUNDER ARE PERFORMABLE AND VENUE SHALL BE IN
BEXAR COUNTY, TEXAS.
34.2 Any legal action or proceeding brought or maintained, directly or indirectly, as a result of
this Agreement shall be heard and determined in the City of San Antonio, Bexar County, Texas or the
U.S. District Court for the Western District of Texas.
Article XXXV Legal Authority
35.1 The signer of this Agreement for Contractor represents, warrants, assures and guarantees
that he has full legal authority to execute this Agreement on behalf of Contractor and to bind Contractor
to all of the terms, conditions, provisions and obligations herein contained.
Article XXXVI Parties Bound
36.1 This Agreement shall be binding on and inure to the benefit of the Parties hereto and their
respective heirs, executors, administrators, legal representatives, and successors and assigns, except as
otherwise expressly provided for herein.
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Article XXXVII Captions
37.1 The captions contained in this Agreement are for convenience of reference only, and in
no way limit or enlarge the terms and/or conditions of this Agreement.
Article XXXVIII Incorporation of Exhibits
38.1 Each of the Exhibits listed below is an essential part of the Agreement, which governs the
rights and duties of the parties, and shall be interpreted in the order of priority as appears below:
38.1.1 EXHIBIT A: City’s Reporting Requirements
38.1.2 EXHIBIT B: Contractor’s Good Faith Effort Plan (GFEP)
38.1.3 EXHIBIT C: City’s Rigging Requirements
38.1.4 EXHIBIT D: City’s Designated Spaces Provisions
38.1.5 EXHIBIT E: City’s Dress, Grooming and Standards of Appearance Policy
38.1.6 EXHIBIT F: City’s Operational Policies (Rev. 5/13/09)
38.1.7 EXHIBIT G: City’s Request for Proposals (RFP) for Audio Visual and Rigging
Services
38.1.8 EXHIBIT H: Contractor’s Response to City’s RFP for Audio Visual and
Rigging Services
Article XXXIX Entire Agreement
39.1 This Agreement, together with its authorizing ordinance and its exhibits, if any, constitute
the final and entire agreement between the parties hereto and contain all of the terms and conditions
agreed upon. No other agreements, oral or otherwise, regarding the subject matter of this Agreement
shall be deemed to exist or to bind the parties hereto, unless same be in writing, dated subsequent to the
date hereto, and duly executed by the parties, in accordance with Article XXVII, entitled “Amendments.”
39.2 It is understood and agreed by the Parties hereto that changes in local, State or Federal
rules, regulations or laws applicable hereto may occur during the term of this Agreement and that any
such changes shall be automatically incorporated into this Agreement without written amendment hereto,
and shall become a part hereof as of the effective date of the rule, regulation or law.
WITNESS, the signature of the Parties hereto in multiple originals, this _______ day of
____________________ 20___, to be effective on this date.
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CITY: CONTRACTOR:
CITY OF SAN ANTONIO, a Texas municipal
corporation
Name: Name:
City Manager Title:
Approved as to Form:
Name:
City Attorney
Attest: Attest:
Name: Name:
City Clerk Title:
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Exhibit A – City’s Reporting Requirements
Document Name Description
Due Prior to Agreement Commencement
A bond in the amount of $250,000 issued by a surety to guarantee
Performance Bond
satisfactory performance under this Agreement.
Due Within Thirty (30) Days of Agreement Commencement
An engineering study completed of the Facility documenting load limits
Structural Analysis and permanent points performed and stamped by a qualified Professional
Engineer licensed and registed in the State of Texas.
Details marketing efforts for the provision of AV and Rigging Services
Marketing Plan that informs potential Clients of capabilities, expertise and contractual
rights with regard to AV and Rigging Services.
Details efforts to reduce, reuse and recycle at the Facility in accordance
Recycling Program
with the Agreement’s Sustainability provisions.
Due As Necessary
Details event information, discount/waiver request, and reason. Must be
Discount/Waiver Request
approved in advance of offer to Client and event by Director or his
Form
designee.
Details changes in the subcontractors, subcontracted amounts or
Revised Good Faith Effort
percentages, or SBEDA certifications on Contractor’s Good Faith Effort
Plan
Plan in Exhibit B.
Due Within Forty-Eight (48) Hours of Contractor’s Receipt
Provides formal response to Client surveys with a less than "Good" rating,
or the equivalent then in effect. Response is sent directly to Client with
Survey Response copy to Director, to be followed within ten (10) business days by a more
thorough and final Response, if necessary and requested by Director, once
Contractor completes its investigation of the issues.
Due Monthly by the 10th of the Month Immediately Following each Month
Details all events serviced in the prior month, Client and event name,
Sales Report City’s EBMS event number, Services provided, Gross Sales, and City
Commission.
Details all employees, including names, job titles, full-time or part-time,
Personnel Report job descriptions, experience/qualifications, training and dates, background
checks completed and dates, hire and separation dates, credentialing dates.
Due Annually on Agreement Anniversary Date (beginning 2012)
Performance Bond Renewal An annual renewal certificate to maintain the bond to guarantee the
Certificate satisfactory performance of the Contractor under this Agreement.
Details age, quantities, makes/models, value, and condition of all
Equipment Report Contractor and City AV and Rigging Equipment, including missing,
replacement, upgraded, new and salvaged/discarded equipment.
Due Annually by April 1st (beginning 2012)
Comparison of AV and Rigging Services, Equipment and labor rates and
equipment to industry and to competitive set of other convention centers.
Competitive Review Also includes recommendations for improvements or changes in operations
that will result in improved levels of service. The review will be considered
for any requests for rate increases.
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Details all proposed AV and Rigging Services, Equipment and labor rates
Rate Schedule for the following year, in conjunction with the results of the Competitive
Review.
Projects detailed Gross Sales and City Commissions for the forthcoming
Revenue Forecast twenty-four (24) months for City budgeting, in conjunction with the results
of the Competetive Review and Rate Schedule.
Due Quarterly by the 10th of the Month Immediately Following each Quarter
Details quarterly and year-to-date SBEDA utilization levels and good faith
SBEDA Compliance Report
efforts.
Details all Contractor and City AV and Rigging Equipment inspection
Inspection and Maintenance and/or maintenance, including inspection and maintenance intervals and
Report dates, who performed the inspections/maintenance, and summary of the
results.
Reports, formats, increments and due dates to be approved by City and are subject to change by
Director or his designee.
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Exhibit B – Contractor’s Good Faith Effort Plan
TO BE DETERMINED
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Exhibit C – City’s Rigging Requirements
General Tasks
1. Planning and Engineering
a. Formulas and Forces
i. Calculating conversions (SI Imperial) for length and weight.
ii. Applying algebraic, geometric and trigonometric formulas.
iii. Applying general principles of forces including: force/weight; vectors; two
components of force; point loads; uniformly distributed loads; indeterminate;
static loads; dynamic loads; shock loads; environmental (i.e. wind, rains, snow,
seismic), and; tilting 2-point objects.
iv. Applying general principles of rigging including: breaking strength, and;
determining object weights.
v. Calculating sling lengths and forces including: single point connections; 2-way
bridles; 3-way bridles; high/low bridles, and; breast-lines
b. General Principles of Rigging
i. Applying general principles of rigging including: design factors; working load
limits; efficiencies (i.e. terminations, materials); service factors; D/d ratios; fleet
angles; centers of gravity; load distributions (i.e. beam formulas, simple spans);
fall protection and rescue design procedures, and; risk management (i.e. OSHA).
c. Drawing and Schedules
i. Identifying and resolving hazardous situations.
ii. Conforming rigging plots to building load limitations or obstructions.
iii. Interpreting Facility plans (i.e. electrical, HVAC, structural steel).
iv. Interpreting show plans.
v. Interpreting hanging plots.
vi. Generating hangling plots.
vii. Performing layouts and determining if adequate electrical power is available.
viii. Verifying assembly/integrity of objects to be lifted using stamped engineering
drawings.
ix. Verifying assembly/integrity of objects to be lifted using allowable load charts.
2. Installation
a. Layout and Electrical
i. Performing layout including: assigning tasks to riggers; marking floor/grid;
determining safety guidelines (i.e. fall protection, rescue), and; establishing
communication procedures.
ii. General powered system requirements (i.e. dead haul, power assisted) including:
verifying voltage; verifying phasing; verifying electrical connnections, and;
recognizing electrical system capacity.
b. Rigging Attachments
i. Installing rigging attachments (i.e. blocks, sheaves, anchors, points) including:
assembling rigging attachment hardware (i.e. hitches, pipes, clamps, anchors);
inspecting assembled hardware (i.e. wire rope, slings, terminations); attaching
hardware to overhead structure (i.e. clamps, hitches, eyebolts, blocks); attaching
objects (i.e. lights, sound, scenery), and; installing fall protection, if required.
ii. Attaching assembled hardware to drop/hand lines with: knots (i.e. bowline, clove
hitch, figure 8, sheet bend); cable pullers (i.e. Klein tools), and; industrial
carabiners.
iii. Attaching lifting devices to objects to be lifted including: fabricating taildowns;
installing attachment hardware, and; identifying appropriate anchoring locations.
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c. Operations
i. Performing lifting/lowering operations including: floating objects; inspecting
entire system; performing pre-movement inspections of entire assemblies;
assigning movement tasks (i.e. spotters, operators, communications); establishing
lifting/lowering zones; performing bump checks; leveling objects;
raising/lowering objects, periodically rechecking level; verifying trim and load
sharing, and; bringing loads to controlled stops.
ii. Confirming operation of control system and hoist including emergency stop
mode.
iii. Operating system including: raising and lowering loads; marking trim heights,
and; setting limits.
3. Materials and Equipment
a. Personnel Access Equipment
i. Selecting what is needed for safe access including: personnel lifts; ladders; rope
access; free climbing; fall protection, and; personal protective gear.
b. Rigging Materials
i. Selecting rigging materials including: support structures (i.e. truss, beams, pipe,
platforms); lifting devices (i.e. hoists, block and falls, lever hoists); hardware (i.e.
shackles, slings, wire rope); manufacturing recommendations; ID components of
specific systems, and; understandign design properties of systems.
ii. Curtain/track including: rigging curtain tracks for operation; recognizing
dynamic load situations; operating system; inspecting system, and; identifying
components of curtain/track system.
c. Rigging Equipment
i. Ensuring that all equipment complies with the following regulations, where
applicable: local building, electric and fire code; Underwriters Laboratories (UL);
National Fire Protection Agency (NFPA); Occupational Safety and Health
Administration (OSHA); United States Institute of Theatre Technology (USITT);
Entertainment Services and Technology Association (ESTA) Technical
Standards, and; “Specifications for Design, Fabrication and Erection of Structural
Steel for Buildings” of the American Institute of Steel Construction.
General Requirements
1. Hoist rope shall not be wrapped around the load.
2. All eye splices shall be made in an approved manner. Rope thimbles of proper size shall be fitted
in the eye, except that in slings the use of thimbles shall be optional.
3. When hoisting loads, a positive latching device shall be used to secure the load and rigging.
4. Hooks, shackles, rings, pad eyes, and other fittings that show excessive wear or that have been
bent, twisted, or damages shall be removed from service.
5. Drums, sheaves, and pulleys shall be smooth and free of surface defects that my damage rigging.
6. The ratio between the diameters of the rigging and the drum, block, sheave, or pulley tread
diameter shall be such that the rigging will adjust itself to the bend without wear, deformation, or
damage.
7. Drums, sheaves, and pulleys having eccentric bores, cracked hubs, spokes, or flanges shall be
removed from service.
8. Contractor shall protect the carpeting and Facility flooring if using any lifts to perform a service
by placing either masonite and/or visqueen on the floors. Contractor is required to have non-
marking tires or vinyl tape covering the wheels.
9. All rigging and/or hanging request must be submitted in writing to the City.
10. Signs may not obstruct sprinkler heads and must have a clearance of no less than 18 inches.
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11. Signs that my injure, mark or deface any permanent building structures may not be attached by
any means including nails, hooks, adhesive fasteners, staples, tacks or screws.
12. Signs may be posted on billboards, easels or other means of display.
13. All signs must meet fire codes and Fire Marshal Guidelines.
14. The hanging of pictures, banners or any other item on walls, mirrors, railing, or draperies,
requires approval from the City.
15. At no time will any item be attached to the ceiling grid, ceiling tile or to a false ceiling of the
Facility.
16. All painted surfaces or structures must be covered with a protective material before wire, cable,
ect. to insure no damage occurs.
17. Additional supplies used to hang signage (wires, ropes, etc.) must be removed with the sign.
18. All structures and material must be approved by Contractor prior to rigging. Structure will not be
hung if deemed unsafe by the Contractor and/or City.
Chain Motors
1. At a minimum, all chain motors must be inspected annually and weight tested every two years by
a certified inspector.
Truss
1. Trussing must be manufactured by an industry recognized truss fabrication company. Any
trussing not meeting this requirement must have engineering specifications before being hung.
Wire Rope
1. When two or more wires are broken, rusted, or corrosion is found adjacent to a socket or end
fitting, the wire rope shall be removed from services and/or re-socketed.
2. Wire rope removed from service due to defects shall be cut up and marked unfit to avoid further
use.
3. Wire rope clips attached with U-bolts shall have the U-bolts on the unloaded (dead) or short end
of the rope. The clip nuts shall be retightened immediately after initial load carrying use and at
frequent intervals thereafter.
4. Eye in wire rope bridles, slings, or wire rope clips or knots shall not form bull wires.
5. Wire rope clips shall be use to splice rope.
Chain
1. Only alloyed chain shall be used in rigging.
2. When used with alloy steel chains, hooks, rings, oblong links, pear-shaped links, welded or
mechanical couple links, or other attachments shall have rated capacity at least equal to that of the
chain.
Fiber Rope (Natural and Synthetic)
1. Fiber rope shall not be used if it is frozen or if it has been subjected to acids or excessive heat.
2. Fiber rope shall be protected from abrasion by padding where it is fastened or drawn over square
corners or sharp or rough surfaces.
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Eye Splices
1. In manila rope, eyes splices shall contain at least three full tucks and short splices shall contain at
least six full tucks (three on each side of the centerline of the splice).
2. In layed synthetic fiber rope, eye splices shall contain at least four full tucks and short splices
shall contain at least eight full tucks (four on each side of the centerline of the splice).
3. Strand end tails shall not be trimmed short (flush with the surface of the rope) immediately
adjacent to the full tucks: this applies to both eye and short splices and all types of fiber rope.
4. For all eye splices, the eye shall be sufficiently large to provide an included angle of not greater
than 60 degrees at the splice when the eye is places over the load or support.
5. Knots shall not be used in lieu of splices.
Slings and Sling Configurations
1. Slings and their fittings and fastenings, shall be inspected before use on each shift and as
necessary during use.
2. Protection shall be provided between the slings and sharp unyielding surfaces of the load to be
lifted.
3. The use of slings will be such that the entire load is positively secured.
4. Braided slings shall have a minimum clear length of braided body equal to forty times the
diameter of component ropes between each end fitting or eye splice.
5. Welded alloy steel chain slings shall have affixed durable permanent identification tag stating the
diameter, rated load, lifting capacity in vertical, choker, basket configuration, and date placed in
service.
Shackles
1. Shackles shall be eccentrically loaded.
Drums
1. Drums shall have sufficient rope capacity with recommended rope size and reeving to perform all
hoisting and lowering functions.
2. At least three full wraps (not layers) of rope shall remain on the drum at all times
3. The drum end of the rope shall be anchored by a clamp securely attached to the drum with and
arrangement approved by the manufacturer.
4. Grooved drums shall have the correct groove pitch for the diameter of the rope. The dept of the
groove shall be correct for the diameter of the rope.
5. The flanges on grooved drums shall protect beyond the last layer of rope a distance of either 2
inches or twice the diameter of the rope, whichever is greater.
6. The flanges on ungrooved drums shall project beyond the last layer of rope a distance of either 2
½ inches or twice the diameter of the rope, whichever is greater.
Sheaves
1. Sheaves shall be compatible with size of rope used, as specified by the manufacturer.
2. Sheaves shall be inspected to ensure they are of correct size, properly aligned, lubricated, and in
working condition.
3. When rope is subject to riding or jumping off a sheave, the sheave shall be equipped with cable-
keepers.
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Exhibit D – City’s Designated Spaces Provisions
Use
1. The Designated Spaces may be used by Contractor as office space for the provision of Audio
Visual and Rigging Services. The permitted uses may be expanded by Contractor upon City’s
written consent, which shall not unreasonably be withheld.
2. Contractor will not occupy or use, nor permit any portion of the Designated Spaces to be
occupied or used for any business or purpose which is not the same as the purpose or is unlawful
in part or in whole or deemed to be disreputable in any manner, or is in violation of any laws or
permitted exceptions. Contractor must procure at its sole expense any permits and licenses
required for the transaction of its business in the Designated Spaces.
3. Contractor will maintain the Designated Spaces in a clean and healthful condition and will
comply with all laws, with reference to use, conditions, or occupancy of the Designated Spaces.
Contractor will conduct its business, and control its agents, employees, and invitees in such a
manner as not to create any nuisance, interfere with, annoy or disturb City’s business operations,
contractors or Clients.
Services by City
1. Only City may provide ordinary maintenance, repair and/or replacement on the Designated Spaces
and shall do so as necessary for proper upkeep of the building structure. However, should such
maintenance, repair and/or replacement be necessary due to Contractors’s actions or inactions then
Contractor shall be held financially responsible for such maintenance, repair and/or replacement.
2. City may provide telecommunication services to Contractor upon written request by Contractor and
at Contractor’s expense. Any installation or use of telecommunication services by Contractor other
than that provided by City is prohibited under this Agreement. Should Contractor request such
services, Contractor agrees to pay all usage fees and charges when due.
3. City shall provide common area maintenance and janitorial cleaning service to the Designated
Spaces as City deems necessary for the proper upkeep of the building structure.
Services by Contractor
1. Contractor agrees to provide and furnish the following services in reference to the Designated
Spaces during its occupancy:
a. Contractor shall keep the Designated Spaces neat and clean and shall notify City of any
damages to the Designated Spaces, including but not limited to carpeting, when such
damage occurs and shall mitigate said damage until City can make all necessary repairs.
b. Contractor shall coordinate with City staff to schedule any necessary repairs.
Personal Property Taxes
1. Contractor shall be liable for all taxes levied or assessed against any personal property or
fixtures placed in or on the Designated Spaces.
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Alternations and Additions
1. No alterations or additions to the Designated Spaces are permitted or will be performed by
Contractor without the written consent of City.
Access to Premises
1. As long as a representative of Contractor is present and always accompanies City or City’s
authorized representatives, City shall have the right to enter upon the Designated Spaces during
business hours for the purposes of abating nuisances or protecting the Designated Spaces,
inspecting the same or of making repairs, additions or alterations thereto or to the real property
or to the building located thereon. Further, City shall have the right, without Contractor’s
consent, to enter upon the Designated Spaces for emergency purposes, such as, but not limited
to, curing plumbing or electrical problems.
Assignment or Sublease
1. Contractor may not assign or sublease any part of the Designated Spaces or any right or
privilege connected therewith.
Contractor’s Property
1. Any property of Contractor located on the Designated Spaces shall remain the property of
Contractor and City agrees that Contractor shall have the right, provided Contractor is not in
default under the terms of this Agreement, at any time, and from time to time, to remove any and
all of its property which it may have installed in the Designated Spaces. Contractor, at its sole cost
and expense, shall immediately pay for any repair or damage occasioned to the Designated Spaces
by reason of the removal of any such property and upon expiration or earlier termination of this
Agreement shall leave the Designated Spaces in a neat and clean condition, normal wear and tear
excepted. The parties hereto agree that any property or other items, if not removed by Contractor
from the Designated Spaces on or before thirty (30) days after the termination or expiration of this
Agreement, shall be deemed to become the property of City, and may be removed by City at
Contractor’s expense.
Quiet Enjoyment
1. City hereby covenants that Contractor, upon performing all covenants and agreements herein
contained on part of Contractor, shall and may peacefully and quietly have, hold and enjoy the
Designated Spaces, subject to the laws and permitted exceptions. City agrees to use good faith
efforts to protect Contractor from interference or disturbance by third persons.
Destruction of Leased Premises
1. If the Designated Spaces are partially destroyed or otherwise made unusable in whole or in part
by fire, other casualty, or for any other reason during the term of this Agreement, or any
holdover or renewal periods, this Agreement shall terminate.
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Exhibit E – City’s Dress, Grooming and Standards of Appearance Policy
INTRODUCTION
The primary objective of Dress, Grooming and Standards of Appearance is to have employees project a
professional image. The image and reputation of our facilities is a key factor customers consider when
choosing a convention venue.
As representatives of the Convention Facilities of the City of San Antonio, it is important that our staff be
well groomed, and properly dressed – whether in direct contact with Clients or in supporting areas.
Non-uniformed employees should dress in classic conservative business attire, unless otherwise instructed
by the Director of the Convention Facilities for a special event or occasion.
ALL EMPLOYEES
1. I.D. Badge – Must be worn at all times with picture and name visible. Decorations or stickers
cannot be attached to clothing or I.D. badge. Only pins, buttons, or decorations issued by the City
of San Antonio or the Convention Facilities Department may be worn (i.e., service pins, United
way, City-sponsored events).
2. Gum Chewing – Only allowed in break areas.
3. Personal Communication Device – Personal beepers, cellular telephones and headsets are
prohibited during work hours, and must be kept in locker if issued an employee locker. City
issued telephones and pagers are permitted during working hours. If the City issued telephone or
pager is not functioning, you are permitted to use your personal devices for business purposes
with no expectation of reimbursement for excessive use.
4. Tattoos – Tattoo markings must be covered by wearing a long-sleeved shirt. Temporary red
marks (hickeys) must be covered. Potential hire should be informed of tattoo policy during the
interview process. In the event that a current employee (as of the date of this goes into place) has
a hand tattoo, they will be “grand fathered” and allowed to retain it, however, no new tattoos will
be allowed for existing employees or new hires.
5. Jewelry/Body Piercing – Piercing decorated with jewelry must be tasteful and conducive to
safety. Facial piercing and tongue ring with jewelry shall not be permitted. Gender specified as
follows:
a. Males
i. Earring (per earlobe) – one small stud
ii. Rings – Two rings maximum (per hand)
iii. Bracelet – One bracelet and One wristwatch will be permitted
iv. Necklace – Necklaces for males are not permitted to be visible
v. Pocket Chains – No pocket chains should be visible
b. Females
i. Earring (per earlobe) – one earring
ii. Ring – Two rings maximum (ring set) per hand
iii. Bracelet – One bracelet and One wristwatch will be permitted
iv. – One
v. – No pocket chains should be visible
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6. Teeth ornament – Teeth ornaments shall not be permitted.
7. Hair – Clean, neat, well-trimmed hair is appropriate. Multi-colored or “crayon” hair is not
appropriate. One color, or natural colored highlights (blond, brown, or black) permitted. It is
recommended to tweeze, pluck, or undergo electrolysis to remove unruly hairs in the eyebrows,
nose, ear and face. Gender specified as follows:
a. Males – Hair should be neat, clean and conservatively styled. Extreme styles such as
spiked hair is not permitted. Hair must be neatly tapered; it cannot be shaved in back and
long in front.
i. Length - hair longer than shoulder length must be pulled back into ponytail or
bun.
ii. Mustaches – must not extend over the lip or past the corners of the mouth.
Partially grown beards or mustaches do not meet grooming standards; they must
be grown outside an employee’s work hours, such as before an employee starts
work with us or while an employee is on vacation (minimum of one week).
iii. Facial Hair – a clean shave is essential every day. Facial hair must not extend
more than one inch from the face or chin.
iv. Sideburns – should be neatly trimmed and are permitted to extend to the
beginning/start of the earlobe, following their natural contour. Flares or
muttonchops are not permitted.
b. Females – Hair should be neat, clean and conservatively styled. Hair accessories are to
be simple and conservative. Extreme styles such as spiked hair is not permitted. Hair
must be neatly tapered; it cannot be shaved in back and long in front.
i. Length - hair longer than shoulder length must be pulled back into ponytail or
bun if you are in a maintenance or operations capacity.
8. Jeans or Denim – NO jeans or denim allowed.
9. Hygiene
a. Teeth – healthy, clean teeth without mouth odor is a must
b. Body Odor – a daily shower or bath and underarm deodorant is a must
c. Fragrance – light, fresh scents applied sparingly are appropriate. Many bath, skin care,
and hair products have distinctive fragrances. Avoid a clash of multiple smells
d. Hands/Fingernails – clean, neatly trimmed and presentable are a necessity. Gender
specified as follows:
i. Males – nails kept short and trimmed, nothing other than clear polish is
acceptable.
ii. Females – If polish is worn, it must be maintained (no chipped polish). Polish
must be one color in clear, subtle color, or shades of pinks or reds (no extreme
colors, fluorescent). No design or nail art.
UNIFORMED (male and female)
10. Clean pressed uniform.
11. Shirts/blouses must be tucked into trousers.
12. Shirts/blouses must be buttoned at least up to the second button.
13. Long sleeve shirts are not permitted to be worn under short sleeve uniform shirts.
14. Sleeves are not permitted to be rolled up for any reason.
15. T-shirts worn under uniform are encouraged, and must be white or gray.
16. Trouser legs may not be rolled up.
17. Bandanas are not permitted.
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18. Sunglasses are not permitted inside of the building.
19. Jackets must be Facility issued.
20. Employee I.D. badge must be worn at all times with name and picture visible.
21. Facility issued safety shoes must be worn. Athletic shoes are not permitted for any reason.
22. Facility issued safety belt must be worn.
23. Convention Facilities issued caps are permitted for outside work. No other caps are allowed.
24. Belts must be the color of the pants (black or gray).
25. Tattoo markings must be covered with a long sleeve uniform shirt.
26. Pins or other decorations may not be attached to uniforms unless they are issued by the
Convention Facilities Department.
NON-UNIFORMED (female)
27. Matched skirted suit
28. Unmatched skirt and jacket in coordinating colors
29. Business dress including the following styles: shirtwaist; coatdress; sheath styles
30. Matched skirt and blouse
31. Matched or unmatched pant suit (trousers and jacket in coordinating colors)
32. Basic pant or skirt with a sweater set
33. Shoes – Close-toed shoes are preferred, sling-back, open-back, or open toed shoes acceptable.
Boots are acceptable. Classic business heels or low-heeled flats.
34. Nylons or dress socks required
35. Hemlines on skirts and dresses should be no shorter than 3 ½ inches above the knee (the average
length of a regular business card)
NON-UNIFORMED (male)
36. Suits with ties
37. Blazers/sport coats with coordinating trousers and tie
38. Basic trousers with coordinated business shirt and tie
39. Basic trousers with coordinated sweaters/vest, business shirt and tie
40. Leather business shoes/loafers
41. Top button of dress shirt to be buttoned at all times
42. Jacket to be worn outside of office
APPROPRIATE BUSINESS CASUAL – Business casual is a more relaxed look acceptable for
business situations for the following:
43. Event Coordinators – It will be appropriate for event coordinators to wear business casual
clothing on move-in/move-out days and on weekends, or as designated by division head.
Specifically, there are department issued polo-style shirts for move-in days and weekends.
Business attire will be appropriate for all other days (a change from the last policy).
44. Females
a. Trousers and skirts, a coordinating blouse or fine-gauge sweater and a third layer vest,
jacket, or cardigan is appropriate. A San Antonio Convention Facilities shirt (polo shirt
with logo issued to Event Coordinators), and appropriate trousers or skirt may also be
worn. Appropriate shoes are required - tennis shoes or sandals are not permitted.
45. Males
a. Trousers, pressed cotton sport shirt with coordinating jacket is appropriate. A San
Antonio Convention Facilities shirt (polo shirt with logo issued to Event Coordinators),
and appropriate trousers may also be worn. Appropriate shoes are required – tennis shoes
or sandals are not permitted.
46. Business Casual Friday – Presenting a professional business image is essential at all times.
Business casual may be worn on Fridays throughout the year in accordance with the guidelines.
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In order to participate in the departments Business Casual Friday, as defined by department
director, the specified shirt with Facility Logo must be worn. If the employee chooses not to
participate in this program, standard Business Attire will be worn.
a. Shirt: Employee purchased San Antonio Convention Facilities logo shirt, button down
white or colored shirt with collar. Shirt bottom must be tucked inside pants or skirt.
Please see division head for purchasing details.
b. Pants or skirt: Appropriate pants or skirt, dark or khaki color.
47. Booking Coordinators – It will be appropriate for booking coordinators to wear business casual
clothing on weekends.
DISCIPLINE
If any part of the above stated policy is violated, the employee shall be subject to disciplinary action. A
verbal counseling will be given for a first violation and the next violation will result in the employee
being sent home on his/her own time or leave without pay. The employee shall be allowed two hours to
return to work in compliance with the guidance received and this policy. Further violations will result in
more severe disciplinary action.
Supervisors shall be responsible for counseling and advising the employee on how to correct the violation
prior to requiring the employee to go home to correct the problem. The frequency of violations and the
period of time between violations shall be factors in determining the severity of disciplinary action to be
taken against an employee. In cases of repeated violations, supervisors may recommend disciplinary
action without sending an employee home, i.e. suspension.
Existing Condition: An exception may be considered for those employees who have hairstyles or
permanent tattoos not in compliance with this policy. Each employee will be “grandfathered” on an
individual basis, with a document in the personnel file.
Management reserves the right to determine whether an employee meets all of the dress, grooming,
and standards of appearance policy.
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Exhibit F – City’s Operational Policies (Rev. May 13, 2009)
1. Alcoholic Beverages
Alcoholic beverages may be served within the facilities during certain events (i.e. dances,
receptions). The RK Group LLC, the exclusive caterer and concessionaire, must provide the service
and sale (concession) of food and beverage, including alcohol, for all events in the Convention
Center and Lila Cockrell Theatre. Call (210) 225-4535 for more information. The RK Group LLC
website is http://www.therkgroup.com/.
The RK Group must provide for the sale and distribution of alcohol at the Municipal Auditorium for
public events with paid admission. For private events, or when the RK Group does not provide the
alcohol service, Licensee must use an authorized caterer that has met the City’s requirements.
Licensee may use a caterer of their choice as long as the caterer meets City requirements and enters
into an agreement with the City. It is the responsibility of the Licensee to ensure that the caterer of
choice completes the contract process with the City in sufficient time prior to the event to ensure the
caterer can provide services at their event. See website for a current listing of authorized caterers.
Contact the Booking and Services Division or your assigned Event Services Coordinator for more
information.
Licensee is responsible for security comprised of off-duty San Antonio Police Department (SAPD)
officers at any event in which alcohol is being served or sold. The final number of officers is
determined solely by the SAPD Off-Duty Employment Unit (ODEU) based on event requirements.
Licensee can contact the SAPD ODEU directly at (210) 207-7020 for more information or to make
arrangements.
BYOB (Bring You Own Bottle) functions are not permitted in the facilities.
The service or sale of alcohol to minors is prohibited by law.
2. Animals
With the exception of assistance dogs and animals participating in contracted events, such as dog,
cat or cattle shows, animals for the purpose of exhibition are not permitted in the facilities without
prior written approval from the assigned Event Services Coordinator for the specified event.
When an approved display includes pens or enclosures containing live animals, the following
minimal provisions must be made.
1. Use of a protective coating (i.e. plastic or visquine) to protect floors, columns, and any facility
equipment.
2. Use of some type of absorbent (i.e. saw dust or fire retardant wood shavings) within the pens and
around columns.
3. Provision of curbing or bike rack to contain animals.
4. Supervision of animals at all times.
5. Clean-up and proper disposal of absorbents and waste.
Additionally, in accordance with state and San Antonio Metropolitan Health District guidelines,
animals are not permitted within fifty (50) feet of any food service preparation or service area,
except for assistance dogs.
Please contact your assigned Event Services Coordinator for more information.
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See also “Garden Displays”, “Live Animals”, and “Pets”
3. Audio Visual (AV)
The facilities’ exhibit halls, meeting rooms, Lila Cockrell Theatre, and Municipal Auditorium are
equipped with state-of-the-art digital sound systems. Room rental does not include the use of any
microphones, paging systems or visual aides. AV requirements need to be coordinated through
PSAV Event Services, the preferred Contractor, or through another AV Contractor. PSAV can be
contacted at (210) 308-0182 or by visiting www.psav.com. Licensee or other AV Contractor may
patch into house sound systems for a fee and under the supervision of a facilities’ technician or
PSAV Event Services. A facility stage technician must be on-duty for all event hours when the Lila
Cockrell Theatre or Municipal Auditorium’s sound systems and/or equipment will be used. Regular
hours of operation for facility staff are 7:45am – 4:30pm, Monday through Friday, except City
holidays. The Licensee will be billed for all overtime labor resulting from their use of house systems
or equipment. Current overtime rates apply prior to 7:45am and after 4:30pm, Monday – Friday.
Overtime rates also apply on weekends and City holidays. Any other AV equipment (i.e. screens,
projectors) can be obtained through PSAV Event Services, or any AV contractor.
See also “Event Staff”, “Lila Cockrell Theatre”, “Municipal Auditorium”, “Overtime Policies”
and “Sound”
4. Automobiles
Personally-Owned Vehicles (POV’s) may not be driven into the exhibit halls at any time. Vehicle
parking in the exhibit halls is prohibited. The only exception to this policy is vehicles that are to be
used as part of an exhibit (i.e. car shows).
Vehicles may be displayed in the exhibit halls with prior approval from the City of San Antonio Fire
Marshal. See the Fire Regulations packet for vehicle-exhibition guidelines. It is the responsibility of
the Licensee to ensure that exhibitors are aware of these guidelines.
5. Balloons
Helium balloons are not allowed in any part of the Convention Center or Lila Cockrell Theatre,
either for display or for sale. Helium balloons are permitted in the lower level of Municipal
Auditorium only. For decoration purposes, air-filled balloons may be used. The Licensee is
responsible for informing exhibitors of this policy. The facilities reserve the right to remove any
helium-filled balloons at Licensee’s expense.
See also “Helium Balloons”
6. Badge Recycling
The Convention Facilities has several badge recycling bins where attendees may deposit their
badges at the end of the event. This service is available upon request. Please contact your assigned
Events Services Coordinator for more information.
7. Badge/Door Monitors
See “Event Staff.”
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8. Banners
With prior approval by the facilities’ Director event-related banners may be displayed in various
locations inside and outside of the Convention Center and Lila Cockrell Theater only. Outside
banners are prohibited at the Municipal Auditorium. Requests for banner locations must be
submitted in writing to your assigned Events Services Coordinator no later than thirty (30) days
prior to your event. The installation/rigging of banners must be performed by your general services
contractor (decorator) or another approved source. Banners may only be hung at approved hanging
points on exterior walls of the Convention Center. Licensee is responsible for the removal of all
banners. Please contact your assigned Event Services Coordinator for more information.
See also “Draping”, “Fire Marshal” and “Hanging”
9. Box Office
See “Ticketing”
10. Business Center Services
The exclusive service Contractor for the Convention Center, The UPS Store, provides all business
center services. For more information on specific services and arrangements, please call 210-258-
8950, or email store4180@theupsstore.com. The UPS Store website is
http://www.theupsstore.com/4180.htm.
11. Carpet Tape
See “Tape”
12. Cascarones (Confetti-Filled Eggs)
The use or display of cascarones (confetti-filled eggs) is prohibited in the facilities. Licensee is
responsible for the labor and materials required for clean-up resulting from violation of this policy.
See also “Confetti”, “Glitter”, and “Rice”
13. Casino Functions
Casino functions require the prior written authorization of the facilities Director. Contact your
assigned Event Services Coordinator for more information.
14. Catering
The RK Group LLC, the exclusive caterer and concessionaire, must provide catering services for all
events in the Convention Center and Lila Cockrell Theatre. Call (210) 225-4535 for more
information. The RK Group LLC website is http://www.therkgroup.com/.
At the Municipal Auditorium Licensee must use an authorized caterer that has met the City’s
requirements. Licensee may use a caterer of their choice as long as the caterer meets City
requirements and enters into an agreement with the City. It is the responsibility of the Licensee to
ensure that the caterer of choice completes the contract process with the City in sufficient time prior
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to the event to ensure the caterer can provide services at their event. See website for a listing of
current authorized caterers. Contact the Booking and Services Division or your assigned Event
Services Coordinator for more information.
15. Chalkboards
Depending upon availability, chalkboards or combination corkboards/chalkboards are available at
the facility at no charge. The Licensee must make the appropriate arrangements through your
assigned Events Services Coordinator.
16. Change-Overs/Set-Ups
Meeting room rental includes one (1) setup per day. Additional setups or change-overs during the
same rental day are charged at labor and equipment rates in effect at time of event.
17. Concessions (Food and Beverage Concession Stands)
The RK Group LLC, the exclusive caterer and concessionaire, must provide food and beverage
concession services for all events in the Convention Center and Lila Cockrell Theatre. Call (210)
225-4535 for more information. The RK Group LLC website is http://www.therkgroup.com/.
The RK Group must also provide food and beverage service at the Municipal Auditorium for public
events with paid admission. For private events, or when the RK Group does not provide the service,
Licensee must use an authorized caterer that has met the City’s requirements. Licensee may use a
caterer of their choice as long as the caterer meets City requirements and enters into an agreement
with the City. It is the responsibility of the Licensee to ensure that the caterer of choice completes
the contract process with the City in sufficient time prior to the event to ensure the caterer can
provide services at their event. See our website for a listing of current authorized caterers. Contact
the Booking and Services Division or your assigned Event Services Coordinator for more
information.
18. Confetti
The use or display of confetti, glitter, or rice is prohibited within the facilities. Licensee is
responsible for the labor and materials required for clean-up resulting from violation of this policy.
See also “Cascarones”, “Glitter”, and “Rice”
19. Crate Storage
The Licensee’s general services contractor (decorator) shall provide crate storage. With facilities’
representative approval areas rented by the Licensee may be used to store boxes and other
equipment. Wooden crates are not allowed in the facilities without prior approval from the City’s
Fire Marshal. The facilities are not responsible for damage or theft.
20. Damage
The facilities are not responsible for loss, damage or injury to persons or property of Licensee or
Licensee’s officers, directors, representatives, consultants, assigns, agents, employees, volunteers,
contractors, or subcontractors sustained from any cause prior to, during or subsequent to, the period
covered by the lease; and the Licensee shall expressly release the facilities and the City of San
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Antonio from any and all claims for such loss, damage, or injury. The Licensee will indemnify,
save and hold harmless the facilities and City of San Antonio from all actions or proceedings to
recover damages for injuries to persons or property arising from the Licensee’s occupancy of the
leased premises or the Licensee’s actions therein.
The Licensee agrees to pay for any damages to the leased premises resulting from the Licensee’s use
or occupancy thereof; or resulting from any acts or omissions, intentional, negligent or accidental,
whether said acts or omissions are those of the Licensee, its agents or employees, or persons
participating in or attending the function contemplated by this lease.
Licensee should contact their assigned Events Services Coordinator to schedule a pre-event and
post-event tour of all leased space in order to establish the condition of the leased space prior to and
after the event.
The City of San Antonio shall not be liable to the Licensee for any damage, loss, or expense of any
kind sustained by the Licensee as a result of theft, vandalism or malicious mischief.
21. Dance Floor
Depending upon availability, dance floors are available for rent from the facilities. Dance floors are
comprised of 3’ x 3’ sections and rental fees are based on facility rates in effect at time of use.
Dance floors may be used only on carpeted surfaces. Use of dance floors on concrete (i.e. exhibit
halls and certain walkways), tile (i.e. certain common areas), or parquet (i.e. ballrooms A and B) is
prohibited. Dance floors can not be placed on risers nor can be used outdoors.
22. Dances
Licensee is responsible for security comprised of off-duty San Antonio Police Department (SAPD)
officers at dances. The final number of officers is determined solely by the SAPD Off-Duty
Employment Unit (ODEU) based on event requirements. Licensee can contact the SAPD ODEU
directly at (210) 207-7020 for more information or to make arrangements.
23. Decals
See “Stickers”
24. Deposits
Licensee is responsible for submitting a rental deposit upon return of the signed contract to the
facilities. Deposits are payable to the “City of San Antonio – Convention, Sports, and
Entertainment Facilities” and can be paid by cash, check, money order, or credit card and must
include the Licensee’s name as listed on the signed contract. For certain government-sponsored and
other events a valid purchase order may be substituted for the deposit. The amount of the deposit is
determined by the Booking and Services Division based on the event. The deposit and signed
contract must be returned in a timely manner by the due date stipulated in order to ensure your event
scheduling. Contracts are not legally binding until executed by the facility and deposits are
received. Please contact the Booking and Services Division at (210) 207-8500 for more
information.
See also “Lease”, “Payment”, “Rental Rates” and “Refunds”
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25. Docks
See “Loading Docks”
26. Draping
No decorative or structural items may be attached to or hung from any overhead beam, column,
handrail, utility pipe, exterior wall, or fence without prior written approval. The Licensee will be
charged for the labor and materials required for removal resulting from violation of this policy.
Drapes, decorations, buntings, and other decorative materials must be fire retardant materials
properly treated to meet flame-proofing requirements and must have the prior approval of the City’s
Fire Marshal.
See also “Banners”, “Fire Marshal”, and “Hanging”
27. Drayage
The facilities do not accept freight shipments for Licensees or exhibitors. Freight must be
consigned, prepaid or billed to the Licensee’s general services contractor (decorator), or delivered
direct to the service contractor during the event. Shipments cannot be received at the facilities prior
to the Licensee’s contracted event dates. All shipments arriving prior to the Licensee’s contracted
event dates will be denied.
The exclusive business center services Contractor for the Convention Center, The UPS Store, may
also be able provide drayage services. For more information on specific services and arrangements,
please call 210-258-8950, or email store4180@theupsstore.com. The UPS Store website is
http://www.theupsstore.com/4180.htm.
28. Electricity
The facilities do not provide electricity for Licensees or exhibitors. The facilities’ exclusive
temporary utility services Contractors must be used for power, lighting, compressed air, water and
drain lines, fill and drain services, natural gas lines and gas cylinders, and associated labor. The list
of approved Contractors may be obtained from the facilities website at
www.sanantonio.gov/convfac. If there is not a sufficient number of outlets in the facilities’ meeting
rooms Licensee is responsible for obtaining additional electrical service through the facilities’
approved list of temporary utility services Contractors.
29. Elevators
Passenger and freight elevators are available throughout the facilities. Under no circumstance is
freight is allowed in passenger elevators nor passengers allowed in freight elevators.
30. Event Cancellation
Should Licensee choose to cancel an event, written notification must be submitted to the assigned
Booking and Services Coordinator.
Should Licensee release any or all of their rented space, Licensee will forfeit all payments, unless
the space is subsequently rented to another party for the same dates. Although the facilities will
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make every effort to rent the space, the Licensee understands that the facilities are under no
obligation to rent the space.
Contact your assigned Booking and Services Coordinator for more information.
31. Event Personnel
Rental fees do not include event personnel. Licensee is responsible for all event staff, including but
not limited to, stage managers, ushers, badge checkers, door monitors, ticket takers, meeting room
monitors, stagehands, riggers, security, t-shirt security, and additional labor. Public shows require
the use of qualified ushers. Contact your assigned Event Services Coordinator for more information
and a list of vendors or visit the facilities’ website at www.sanantonio.gov/convfac.
See also “Event Staff”, “Guard Services”, “Security” and “Ushering”
32. Event Staff
Licensee is responsible for security in the form of off-duty San Antonio Police Department (SAPD)
officers for certain events including public events, dances, and events in which alcohol is served,
overnight security, move-in/move-out, and the use of Convention Way and Bowie St. drop-off. The
final number of officers is determined solely by the SAPD Off-Duty Employment Unit (ODEU)
based on event requirements. The facilities do not provide additional security for trade show or
entertainment events. No event staff, other than SAPD ODEU security, is allowed to physically
intervene with anyone within the facilities. Licensee can contact the SAPD ODEU directly at (210)
207-7020 for more information or to make arrangements.
Licensee is responsible for all event staff, including but not limited to, stage managers, ushers,
badge checkers, door monitors, ticket takers, meeting room monitors, stagehands, riggers, security,
t-shirt security, and additional labor. Public shows require the use of qualified ushers. Licensee is
responsible for contracting with an Event Staffing contractor for these services. Contact your
assigned Event Services Coordinator for more information and a list of vendors or visit the facilities’
website at www.sanantonio.gov/convfac.
See also “Event Staff”, “Guard Services”, “Security” and “Ushering”
33. Exclusive and Preferred Services
The following are services provided within the facilities, some of which are exclusive or preferred.
Licensee shall not contract any services which conflict with or violate the terms of these existing
agreements.
Audio/Visual (preferred) PSAV Event Services (formerly AVHQ)
(210) 308-0182
http://www.psav.com
Business Center Services (exclusive) The UPS Store
(210) 258-8950
http://www.theupsstore.com/4180.htm
Catering (exclusive), The RK Group LLC
(Convention Center & Lila Cockrell (210) 225-4535
Theatre only) www.therkgroup.com
Catering (non-exclusive) Licensee can use caterer from list of
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(Municipal Auditorium only) authorized caterers or caterer of choice. All
caterers must meet City requirements and
enter into an agreement with the City. For
more information contact your assigned
Booking & Services Coordinator or visit our
website at
http://www.sanantonio.gov/convfac
Concessions (exclusive) The RK Group LLC
(210) 225-4535
http://www.therkgroup.com/
Security (exclusive) San Antonio Police Department
(SAPD) Off-Duty Employment Unit
(ODEU)
(210) 207-7020
Novelties (exclusive) The RK Group LLC
(Convention Center and Lila Cockrell (210) 225-4535
Theatre only) http://www.therkgroup.com/
Novelties (exclusive) River City Merchandising
(Municipal Auditorium only) (210) 654-4447
Telecommunications (exclusive) Smart City Networks
(210) 258-8900
http://www.smartcity.com
Ticketing (exclusive) Ticketmaster LLC
(210) 525-1100
http://www.ticketmaster.com
Utilities (exclusive) Edlen Electrical Exhibition Services
(power, lighting, compressed air, water and (210) 662-9450
drain lines, fill and drain services, natural http://www.edlen.com
gas lines, and gas cylinders, and associated
labor) Freeman Electrical Services
(210) 227-0341
http://www.freemanco.com
Harper Wood Electric Co.
(210) 223-2495
http://www.hwe.com
34. Exhibit Booth Furnishings
The facilities do not furnish equipment, furniture or fixtures (i.e. pipe & drape, tables, chairs, carpet,
wastebaskets) for exhibitors. Licensee must contract with a general services contractor (decorator)
for these items.
35. Exhibit Booth Cleaning
The facilities are not responsible for the cleaning of exhibit booths. Licensee must contract with a
general services contractor (decorator) for this service.
36. Fire Marshal
Licensee is responsible for contacting the San Antonio Fire Department’s Office of the Fire Marshal
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at (210) 207-3695 to ensure their event is in compliance with fire and safety regulations. Events
with exhibits must have layouts approved in advance by the Fire Marshal. The Fire Marshal has
authority to stop an event for safety purposes.
Licensee is responsible for Fire Marshal personnel required for certain events, including public
events.
See also “Banners”, “Draping”, and “Hanging”
37. Floors
Licensee is responsible for providing drip pans and scrap buckets for any operating machinery or
materials displayed, demonstrated, or sampled to prevent any liquids (i.e. lubricants, paint) from
staining or damaging the floor or causing a safety hazard. Licensee is responsible for any damages
as a result of violations of this policy.
38. Floor Plans/Exhibit Layouts
Exhibit floor plans/layouts must be submitted to your assigned Event Services Coordinator and to
the City’s Fire Marshal for approval prior to distribution to exhibitors. These plans must be
submitted no later than 90 days prior to the event.
Plans must indicate sufficient minimum aisle width and there should be no obstructions to fire exits,
fire exit signs, fire hose cabinets, fire alarm pull stations, or concession stands. Further, there should
be no obstructions which reduce the amount of space in and adjacent to ingress and egress areas.
The facilities will not accept alterations to floor plans for meetings, dances, or banquets less than 72
hours prior to the event. Licensee is responsible for any additional equipment and/or labor resulting
from alterations to plans.
See also “Fire Marshal”
39. Food & Beverage
The facilities reserve all rights with respect to food and beverage services.
The RK Group LLC is the exclusive caterer for the Convention Center and Lila Cockrell Theatre
and is the exclusive concessionaire for all facilities. No other food or beverage that is not provided
by the RK Group LLC is allowed in the Convention Center or Lila Cockrell Theatre. No other food
or beverage that is not provided by either the RK Group LLC as the exclusive concessionaire or an
approved caterer is allowed in the Municipal Auditorium. At the Municipal Auditorium Licensee
must use an authorized caterer that has met the City’s requirements. Licensee may use a caterer of
their choice as long as the caterer meets City requirements and enters into an agreement with the
City. It is the responsibility of the Licensee to ensure that the caterer of choice completes the
contract process with the City in sufficient time prior to the event to ensure the caterer can provide
services at their event. See website for a listing of current authorized caterers. Contact the Booking
and Services Division or your assigned Event Services Coordinator for more information.
See also “Catering” and “Concessions”
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40. Food Shows
Licensee is responsible for providing food waste containers for exhibitors. Containers must be
accessible to exhibitors on a daily basis. All waste should be discarded on a daily basis in plastic
bags, secured and placed in a designated trash dumpster. Grease buckets and portable sinks must be
provided for all grease disposal and exhibitor cleaning. Licensee is responsible for obtaining these
items through their general services contractor (decorator) or one of the exclusive utilities
contractors. Licensee is responsible for coordinating the donation of excess food to third parties.
41. Free Items
Licensees and exhibitors may offer free items, except for firearms and other weapons, to event
attendees. Licensees and exhibitors may distribute free samples of food, beverages, refreshments,
sundries, etc. that are not the same concession items sold by the facilities’ exclusive
caterer/concessionaire and which are directly-related to the event. The facilities reserve the right to
regulate the size and type of samples.
See also “Giveaways”, “Samples” and “Raffles”
42. Garbage
See “Trash Removal”
43. Garden Displays
For exhibits containing soil, humus, or similar materials a protective coating of plastic or visquine
must be used to protect the floor, carpet, and all facilities equipment. Curbing must also be used to
retain loose material, and to prevent leaks and fluid seepage.
See also “Animals”, “Live Animals” and “Pets”
44. General Services
Room rental includes: one (1) setup per day; general room lighting; air conditioning and heating
during event hours; tables and chairs; skirting of head tables, hollow squares and registration tables;
lectern; water service at head table; general cleaning and cleaning of restrooms, and; removal of
trash (caterer/concessionaire and decorator trash not included). Quantities and colors of skirting are
limited.
Room rental does not include: additional setups or change-overs during the same rental day; air
conditioning and/or heating for move-in/move-out days; additional tables for catering service; table-
top linens or linens for oval tables; skirting of additional tables; additional lecterns, and; water
service at additional tables. Additional tables for catering service and oval table-top linens are
available through the facilities’ catering Contractor. All other services are at additional cost.
Services which entail additional fees include, but are not limited to: additional labor (i.e. sound
technicians) at the overtime rate in effect at time of event; special labor for specific items (i.e.,
special staging, supplemental lighting and sound, food and beverage distribution, and audio/visual).
In order to minimize Licensee costs and ensure an efficient setup, Licensee should provide their
assigned Event Services Coordinator with all setup requirements as soon as possible prior to the
event.
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Only a minimum number of work lights are utilized during move-in/move-out. At the discretion of
the Event Services Coordinator at the conclusion of each event day all lights, except for work lights,
and escalators will be turned off. Any additional use must be coordinated with the assigned Event
Services Coordinator and will be subject to additional charges.
Please contact your assigned Event Services Coordinator for more information.
See also “Exclusive and Preferred Services” and “Service Contractors”
45. Giveaways
Licensees and exhibitors may offer giveaways, except for firearms and other weapons, to event
attendees. Licensees and exhibitors may distribute free samples of food, beverages, refreshments,
sundries, etc. that are not the same concession items sold by the facilities’ exclusive
caterer/concessionaire and which are directly-related to the event. The facilities reserve the right to
regulate the size and type of samples.
See also “Free Items”, “Raffles” and “Samples”
46. Glitter
The use or display of glitter is prohibited in the facilities. Licensee is responsible for the labor and
materials required for clean-up resulting from violation of this policy.
See also “Cascarones”, “Confetti” and “Rice”
47. Guard Services
Licensee is responsible for all event staff, including but not limited to, ushers, ticket takers, door
monitors, badge checkers, t-shirt security, and meeting room monitors Licensee must use off-duty
police officers through the San Antonio Police Department’s (SAPD) Off-Duty Employment Unit
(OEDU) for certain events, including dances and events in which alcohol is served, overnight
security, move-in/move-out, and the use of Convention Way and Bowie St. drop-off. The facilities
do not provide additional security for trade show or entertainment events. Licensee can contact the
SAPD ODEU directly at (210) 207-7020 for more information or to make arrangements. Contact the
assigned Event Services Coordinator for more information and a list of vendors or visit the facilities’
website at www.sanantonio.gov/convfac.
See also “Event Staff”, “Security”, and “Police Officers”
48. Handicapped Access
Licensee is responsible for compliance with the Americans with Disabilities Act (ADA) of 1990 and
shall ensure that all activities comply with during the term of the contract.
The facilities provide handicapped curb cut outs and will inform the Licensee of convenient
handicapped routes when necessary.
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49. Hanging
Exhibit halls in the Convention Center have specific approved hanging points for exhibitors and
decorators. With prior approval by the facilities’ Director event-related and professionally-printed
banners and signs may be displayed in various locations inside and outside of the Convention Center
and Lila Cockrell Theater only. Outside banners are prohibited at the Municipal Auditorium.
Requests for banner locations must be submitted in writing to your assigned Events Services
Coordinator no later than thirty (30) days prior to your event. The installation/rigging of banners
must be performed by your general services contractor (decorator) or another approved source.
Banners may only be hung at approved hanging points on exterior walls of the Convention Center.
Licensee is responsible for the removal of all banners. Please contact your assigned Event Services
Coordinator for more information.
See also “Banners”, “Draping”, and “Fire Marshal”
50. Helium Balloons
Helium balloons are not allowed in any part of the Convention Center or Lila Cockrell Theatre,
either for display or for sale. Helium balloons are permitted in the lower level of Municipal
Auditorium only. For decoration purposes, air-filled balloons may be used. The Licensee is
responsible for informing exhibitors of this policy. The facilities reserve the right to remove any
helium-filled balloons at Licensee’s expense.
See also “Balloons”
51. Insurance
A current and valid certificate of insurance naming the facilities and City of San Antonio as
additional insured must be provided for all events at least sixty (60) days prior to occupancy and
shall provide for the following coverages and liability limits as specified in the contract.
TYPE AMOUNT
1. Workers’ Compensation Statutory
2. Employers’ Liability $1,000,000 per category
3. Commercial General (Public) Liability Combined Single Limit for Bodily Injury
Insurance to include coverage for the following and Properties Damage of $1,000,000 per
(where the exposure exists): occurrence
a. Premises and Operations
* b. Independent Contractors $2,000,000 aggregate or its equivalent in
c. Personal Injury Liability Umbrella or Excess Liability Coverage
d. Contractual Liability
e. Products/completed operations
* f. Explosion, Collapse, Underground
g. Broad Form Property Damage, to
include Fire Damage Legal Liability
* where the exposure exists
4. Business Automobile Liability Combined Single Limit for Bodily Injury
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a. Owned/leased vehicles and Property Damage of $1,000,000 per
b. Non-Owned vehicles occurrence
c. Hired vehicles
The required policy may be purchased through the City of San Antonio’s Tenant Users Liability
Insurance Policy (TULIP). Contact the Booking and Services Division for more information.
52. Keys
Keys are available for certain office spaces and meeting rooms within the facilities. A deposit is
required for each key issued. Licensee is responsible for all lost or unreturned keys issued to
Licensee or any of its agents or representatives.
See also “Security”
53. Lease
Licensee event dates are not considered “definite” or “contracted” until a signed Lease Agreement
and deposit are returned to the Booking and Services Division. “Tentative” dates are provided to
Licensees as a courtesy only. Until such time the facilities receive a signed agreement and deposit
for “tentative” dates they are subject to re-booking by the facilities.
See also “Deposits”, “Payment”, “Rental Rates” and “Refunds”
54. Licenses/Permits/Taxes
The Licensee shall be responsible for acquiring and shall pay the costs of any and all licenses,
permits, and taxes required by authorities having jurisdiction over Convention Facilities.
55. Lighting
Other than general lighting described in “General Services”, the facilities do not provide any special
lighting in exhibit halls and meeting rooms. The Lila Cockrell Theatre and Municipal Auditorium
are equipped with stage lighting. Licensee is responsible for any special lighting. All lighting
equipment must be operated by qualified personnel. Depending on the lighting requirements,
Licensee can contact the facilities’ preferred audio/visual Contractor, PSAV Event Services, or the
facilities’ exclusive temporary utility service Contractors. PSAV Event Services can be contacted at
(210) 308-0182 or by visiting www.psav.com. The list of approved Contractors may be obtained
from the facilities website at www.sanantonio.gov/convfac.
For special lighting requirements in the Lila Cockrell Theatre and Municipal Auditorium please
contact your assigned Event Services Coordinator.
See also “Electricity”, “General Services”, “Lila Cockrell Theatre” and “Municipal Auditorium”
56. Lila Cockrell Theatre
The Lila Cockrell Theatre is equipped with stage lighting and a state-of-the-art digital sound system.
Licensee should contact their assigned Event Services Coordinator for any stage, lighting, and sound
requirements.
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Room rental includes: house and site lighting; air conditioning and heating during event hours;
general cleaning and cleaning of restrooms; tables and chairs in lobby for display and/or novelty
sales, and; removal of trash (caterer/concessionaire and decorator trash not included), Air
conditioning and/or heating for move-in/move-out days is an additional cost. Licensee is
responsible for stage technician costs outside of normal business hours, and on holidays and
weekends.
The RK Group LLC, the exclusive caterer and concessionaire, must provide catering services and
novelty sales for all events in the Lila Cockrell Theatre. Call (210) 225-4535 for more information.
The RK Group LLC website is http://www.therkgroup.com/.
Food and beverage are allowed only in the lobby and backstage areas and not in the main
auditorium.
Licensee is responsible for all event staff, including but not limited to, stage managers, ushers,
badge checkers, door monitors, ticket takers, meeting room monitors, stagehands, riggers, security,
t-shirt security, and additional labor. Licensee is responsible for contracting with an Event Staffing
contractor for these services, but no event staffs, other than SAPD ODEU security, are allowed to
physically intervene with anyone within the facilities. Contact the assigned Event Services
Coordinator for more information and a list of vendors or visit the facilities’ website at
www.sanantonio.gov/convfac.
Licensee is responsible for security in the form of off-duty San Antonio Police Department (SAPD)
officers at certain events, including dances and events in which alcohol is served. The final number
of officers is determined solely by the SAPD Off-Duty Employment Unit (ODEU) based on event
requirements. SAPD ODEU must be used for all overnight security, move-in/move-out, and use of
Convention Way and Bowie St. drop-off. Licensee can contact the SAPD ODEU directly at (210)
207-7020 for more information or to make arrangements.
Licensees must use the facilities’ exclusive ticketing Contractor, Ticketmaster LLC, for all ticketed
events.
See also “Lighting”, “Electricity”, “Catering”, “Concessions”, “Novelties”, “Exclusive and
Preferred Services”, “Food and Beverage”, “Event Staff”, “Event Personnel”, “Security”, “Guard
Services”, “Ushering”, and “Ticketing”
57. Literature/Handouts/Leaflets
Licensee is responsible for obtaining prior approval from the facilities for the distribution of any
printed materials. Licensee is subject to additional cleaning fees for the distribution of printed
materials and all materials will be either recycled or discarded.
58. Live Animals
For exhibits containing pens or enclosures containing live animals, a protective coating of plastic or
visquine must be used to protect the floor, carpet, and all facilities equipment. Curbing must also be
used to retain loose material, and to prevent leaks and fluid seepage. Licensee is responsible for
obtaining the prior written approval of the faculties’’ director for the exhibition of live animals.
See also “Animals”, “Garden Displays” and “Pets”
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59. Loading Docks
The facilities’ loading docks are for the use of exhibitors, decorators and contractors during event
move-in and move-out only. General services contractors (decorators) do not have authority to
prevent authorized access to the loading docks. Unauthorized vehicles are subject to removal at
owner’s expense.
Licensee is responsible for obtaining traffic control and access personnel in and around the dock
area during move-in and move-out. Licensee must use off-duty police officers through the San
Antonio Police Department’s (SAPD) Off-Duty Employment Unit (OEDU) for traffic control and
access. Licensee can contact the SAPD ODEU directly at (210) 207-7020 for more information or
to make arrangements.
Licensee is required to contact their assigned Event Services Coordinator for dock access at the
Municipal Auditorium.
See also “Move-In/Move-Out”
60. Logos
Licensee or exhibitors may not use the City of San Antonio logo or facilities’ logo for any purposes
without the prior approval of the facilities’ director Logo. The use of the City of San Antonio or
Convention Facilities logo in any brochures, advertisements, or other publicity must be approved in
advance by the Director of Convention Facilities.
61. Meeting Room Service
Room rental includes: one (1) setup per day; general room lighting; air conditioning and heating
during event hours; tables and chairs; skirting of head tables, hollow squares and registration tables;
lectern; water service at head table; general cleaning and cleaning of restrooms, and; removal of
trash (caterer/concessionaire and decorator trash not included).
Room rental does not include: additional setups or change-overs during the same rental day; air
conditioning and/or heating for move-in/move-out days; additional tables for catering service; table-
top linens or linens for oval tables; skirting of additional tables; additional lecterns, and; water
service at additional tables. Additional tables for catering service and oval table-top linens are
available through the facilities’ catering Contractor. All other services are at additional cost.
Please contact your assigned Event Services Coordinator for more information.
See also “General Services” and “Setups and Change-Overs”
62. Message Facilities
The facilities do not provide message services for Licensee or their agents or representatives. The
facilities’ operator will provide Licensee contact information to callers if provided.
63. Move-In/Move-Out
Move-in/move-out days are at additional cost. The rental rate for move-in/move-out days is fifty
(50%) percent of the daily rental rate and does not include air conditioning and/or heating. The
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facilities cannot guarantee the availability of move-in/move-out days immediately prior to or after a
Licensee’s event.
Licensee is responsible for providing traffic control and access personnel in and around the dock
area during move-in and move-out. Licensee must use off-duty police officers through the San
Antonio Police Department’s (SAPD) Off-Duty Employment Unit (OEDU) for traffic control and
access. Licensee can contact the SAPD ODEU directly at (210) 207-7020 for more information or
to make arrangements.
The facilities’ do not provide any equipment for move-in/move-out such as tools, forklifts, dollies,
etc. Licensee is responsible for obtaining any such equipment through a general services Contractor
(decorator).
See also “Loading Docks”
64. Municipal Auditorium
The Municipal Auditorium is located away from the Convention Center complex and, as such, the
policies may differ. Please contact your assigned Event Services Coordinator for more information.
The Municipal Auditorium is equipped with stage lighting and a state-of-the-art digital sound
system. Licensee should contact their assigned Event Services Coordinator for any stage, lighting,
and sound requirements.
Room rental includes: house and site lighting; air conditioning and heating during event hours;
general cleaning and cleaning of restrooms; tables and chairs in lobby for display and/or novelty
sales, and; removal of trash (caterer/concessionaire and decorator trash not included), Air
conditioning and/or heating for move-in/move-out days is an additional cost. Licensee is
responsible for stage technician costs outside of normal business hours, and on holidays and
weekends.
The RK Group LLC is the exclusive concessionaire for all facilities. No other food or beverage that
is not provided by either the RK Group LLC as the exclusive concessionaire or an approved caterer
is allowed in the Municipal Auditorium. At the Municipal Auditorium Licensee must use an
authorized caterer that has met the City’s requirements. Licensee may use a caterer of their choice
as long as the caterer meets City requirements and enters into an agreement with the City. It is the
responsibility of the Licensee to ensure that the caterer of choice completes the contract process with
the City in sufficient time prior to the event to ensure the caterer can provide services at their event.
See website for a listing of current authorized caterers. Contact the Booking and Services Division
or your assigned Event Services Coordinator for more information.
Food and beverage are allowed only in the lobby, backstage and downstairs areas and not in the
main auditorium.
Licensee is responsible for all event staff, including but not limited to, stage managers, ushers,
badge checkers, door monitors, ticket takers, meeting room monitors, stagehands, riggers, security,
t-shirt security, and additional labor. Licensee is responsible for contracting with an Event Staffing
contractor for these services, but no event staffs, other than SAPD ODEU security, are allowed to
physically intervene with anyone within the facilities. Contact the assigned Event Services
Coordinator for more information and a list of vendors or visit the facilities’ website at
www.sanantonio.gov/convfac.
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Licensee is responsible for security in the form of off-duty San Antonio Police Department (SAPD)
officers at certain events, including dances and events in which alcohol is served. The final number
of officers is determined solely by the SAPD Off-Duty Employment Unit (ODEU) based on event
requirements. SAPD ODEU must be used for all overnight security and move-in/move-out.
Licensee can contact the SAPD ODEU directly at (210) 207-7020 for more information or to make
arrangements.
River City Merchandising, the exclusive novelty sales Contractor, must provide novelty sales for
all events in the Municipal Auditorium. Call (210) 654-4447 for more information.
Licensees must use the facilities’ exclusive ticketing Contractor, Ticketmaster LLC, for all ticketed
events.
See also “Lighting”, “Electricity”, “Catering”, “Concessions”, “Novelties”, “Exclusive and
Preferred Services”, “Food and Beverage”, “Event Staff”, “Event Personnel”, “Security”, “Guard
Services”, “Ushering”, and “Ticketing”
65. Nails
See “Staples/Tacks/Nails”
66. Natural Gas
Natural Gas is not available. Gas cylinders may be available through the facilities’ exclusive
temporary utility services Contractors, subject to approval by the facilities and the City’s Fire
Marshal. Please contact your assigned Event Services Coordinator for more information.
See also “Propane”, “Exclusive and Preferred Services” and “Utility Services”
67. Noise
Licensee is responsible for ensuring that individual exhibitor activities do not disturb or disrupt the
activities of any other exhibitor or any other events within the facilities. The facilities reserve the
right to monitor event activities and to remove or cause to remove any activities which violate this
policy.
68. Novelties
Licensee may sell event-related souvenirs, programs, novelties or merchandise with the prior
approval of the facilities and subject to facilities’ novelty sales policies.
The RK Group LLC is the exclusive novelty sales Contractor for public events with paid admission
at the Convention Center and Lila Cockrell Theatre. Call the RK Group LLC at (210) 225-4535 for
more information or visit their website at http://www.therkgroup.com/.
River City Merchandising is the exclusive novelty sales Contractor for the Municipal Auditorium.
Call River City Merchandising at (210) 654-4447 for more information.
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69. Overtime Policies
A facility stage technician must be on-duty for all event hours when the Lila Cockrell Theatre or
Municipal Auditorium’s sound systems and/or equipment will be used. Regular hours of operation
for facility staff are 7:00am – 6:00pm, Monday through Friday, except City holidays. The Licensee
will be billed for all overtime labor resulting from their use of house systems or equipment. Current
overtime rates apply prior to 7:00am and after 6:00pm, Monday – Friday. Overtime rates also apply
on weekends and City holidays.
See also “Audio/Visual (AV)” and “General Services”
70. Painting
Paint of any kind and painting are strictly prohibited inside and outside the facilities.
71. Parking
The facilities do not provide parking. Limited daily parking for a fee is available at various surface
parking lots and garages adjacent to the facilities. Under certain strict circumstances, Licensee may
rent a limited number of parking spaces at the facilities’ surface parking lot located at 1001 E.
Market St. In addition, a limited number of temporary parking passes in certain limited areas of the
facilities may be available for Licensee and their agents or representatives, dependent upon event
scheduling and other criteria. Please contact your assigned Event Services Coordinator for more
information.
72. Payment
Licensee is responsible for submitting a rental deposit upon return of the signed contract to the
facilities. Payments are payable to the “City of San Antonio – Convention, Sports, and
Entertainment Facilities” and can be paid by cash, check, money order, or credit card and must
include the Licensee’s name as listed on the signed contract. For certain government-sponsored and
other events a valid purchase order may be substituted for the deposit. Deposit amounts are
determined by the Booking and Services Division prior to the event and invoice amounts are
determined by your assigned Event Services Coordinator. Deposits must be returned in a timely
manner by the due date stipulated in order to ensure your event scheduling. Contracts are not
legally binding until deposits are received. Please contact the Booking and Services Division at
(210) 207-8500 for more information.
See also “Deposits”, “Lease”, “Rental Rates” and “Refunds”
73. Permits
See “Licenses/Permits/Taxes”
74. Pets
With the exception of assistance dogs and animals participating in contracted events, such as dog,
cat or cattle shows, animals for the purpose of exhibition are not permitted in the facilities without
prior written approval from the assigned Event Services Coordinator for the specified event.
Additionally, in accordance with state and San Antonio Metropolitan Health District guidelines,
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animals are not permitted within fifty (50) feet of any food service preparation or service area,
except for assistance dogs.
Please contact your assigned Event Services Coordinator for more information.
See also “Animals”, “Garden Displays” and “Live Animals”
75. Plants
The facilities do not provide plants. Licensee must obtain plants through a general services
contractor (decorator).
For exhibits containing soil, humus, or similar materials a protective coating of plastic or visquine
must be used to protect the floor, carpet, and all facilities equipment. Curbing must also be used to
retain loose material, and to prevent leaks and fluid seepage.
See also “Animals”, “Garden Displays” and “Live Animals” and “Pets”
76. Police Officers
Licensee is responsible for security in the form of off-duty San Antonio Police Department (SAPD)
officers for certain events including public events, dances, and events in which alcohol is served,
overnight security, move-in/move-out, and the use of Convention Way and Bowie St. drop-off. The
final number of officers is determined solely by the SAPD Off-Duty Employment Unit (ODEU)
based on event requirements. The facilities do not provide additional security for trade show or
entertainment events. No event staffs, other than SAPD ODEU security, are allowed to physically
intervene with anyone within the facilities. Licensee can contact the SAPD ODEU directly at (210)
207-7020 for more information or to make arrangements.
See also “Event Staff”, “Guard Services” and “Security”
77. Posters/Signage
With prior approval by the facilities Director event-related and professionally-printed banners,
posters and signs may be displayed in various locations inside and outside of the Convention Center
and Lila Cockrell Theater only. Outside banners are prohibited at the Municipal Auditorium.
Requests for banner locations must be submitted in writing to your assigned Events Services
Coordinator no later than thirty (30) days prior to your event. The installation/rigging of banners
must be performed by your general services contractor (decorator) or another approved source.
Banners may only be hung at approved hanging points on exterior walls of the Convention Center.
Licensee is responsible for the removal of all banners. Please contact your assigned Event Services
Coordinator for more information.
No decorative or structural items may be attached to or hung from any overhead beam, column,
handrail, utility pipe, exterior wall, or fence without prior written approval. The Licensee will be
charged for the labor and materials required for removal resulting from violation of this policy.
Drapes, decorations, buntings, and other decorative materials must be fire retardant materials
properly treated to meet flame-proofing requirements and must have the prior approval of the City’s
Fire Marshal.
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Except as noted in “Banners” and “Hanging” herein, all other posters, signs, etc.: 1) must have the
prior approval of the facilities; 2) must be professionally-printed; 2) and can only be displayed on
easels and individual place holders. Under no circumstances should any posters, signs, etc. be
attached to walls, doors, or windows. Licensee is responsible for the removal of all such posters,
signs, etc. at the conclusion of their event. This policy applies to posters, signage, etc. within
exhibition areas and in individual exhibit booths. Licensee is responsible for the labor and materials
required for repair resulting from violation of this policy.
See also “Banners”, “Draping”, and “Hanging”
78. Propane
Please refer to the Fire Regulations Packet.
See also “Natural Gas”, “Exclusive and Preferred Services” and “Utility Services”
79. Raffles
Licensees and exhibitors may conduct raffles of items, except for firearms and other weapons.
Raffles requiring the purchase of a ticket require the prior approval of the facilities. Sample food
and beverage items have specific limitations; consult your assigned Event Services Coordinator for
more information.
See “Free Items”, “Give-Aways” and “Samples”
80. Recycling
The facilities recycle various items and materials including cardboard, aluminum, and pallets, and
donates unused prepared food to local food banks and charities. Contact your assigned Event
Services Coordinator for more information.
81. Refunds
In the event Licensee is due a refund of any deposits or payments a check, made payable to the
Licensee, will be issued in 6-8 weeks.
See also “Deposits”, “Lease”, “Payments” and “Rental Rates”
82. Registration
The facilities will provide registration areas to Licensee: 1) subject to availability, based on other
events and activities within the facilities; 2) based on the Licensee’s rental and location of areas
within the facilities, and; 3) subject to the prior approval of the facilities and Fire Marshal.
For more information contact the Booking and Services Division at (210) 207-8500.
83. Rental Rates
For rental rates and availability, please contact the Booking and Services Division at (210) 207-
8500.
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See also “Deposits”, “Lease”, “Payment” and “Refunds”
84. Rice
The use or display of rice is prohibited in the facilities. Licensee is responsible for the labor and
materials required for clean-up resulting from violation of this policy.
See also “Cascarones (Confetti-Filled Eggs)”, “Confetti” and “Glitter”
85. Rigging
Licensee is responsible for utilizing a qualified general services contractor (decorator), audio/visual
Contractor, or rigging Contractor for all rigging requirements including lighting, sound, etc.
Licensee shall comply with the facilities’ rigging guidelines and rigging plots/diagrams delineating
rigging points and loads.
For more information please contact your assigned Event Services Coordinator.
86. Risers/Staging
At additional cost the facilities can provide up to 48” high risers/staging, depending on quantity and
availability. Licensee is responsible for obtaining taller riser/staging requirements from a
contractor.
87. Samples
Licensees and exhibitors may distribute free samples of food, beverages, refreshments, sundries, etc.
that are not the same concession items sold by the facilities’ exclusive caterer/concessionaire and
which are directly-related to the event. The facilities reserve the right to regulate the size and type
of samples.
See also “Free Items”, “Give-A ways” and “Raffles”
88. Security
Licensee is responsible for security in the form of off-duty San Antonio Police Department (SAPD)
officers for certain events including public events, dances, and events in which alcohol is served,
overnight security, move-in/move-out, and the use of Convention Way and Bowie St. drop-off. The
final number of officers is determined solely by the SAPD Off-Duty Employment Unit (ODEU)
based on event requirements. The facilities do not provide additional security for trade show or
entertainment events. No event staffs, other than SAPD ODEU security, are allowed to physically
intervene with anyone within the facilities. Licensee can contact the SAPD ODEU directly at (210)
207-7020 for more information or to make arrangements.
Licensee is responsible for all event staff, including but not limited to, ushers, badge checkers, door
monitors, meeting room monitors, security, and t-shirt security. Public shows require the use of
qualified ushers. Licensee is responsible for contracting with an Event Staffing contractor for these
services. Contact your assigned Event Services Coordinator for more information and a list of
vendors or visit the facilities’ website at www.sanantonio.gov/convfac.
Keys are available for certain office spaces and meeting rooms within the facilities. A deposit is
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required for each key issued. Licensee is responsible for all lost or unreturned keys issued to
Licensee or any of its agents or representatives.
See also “Event Staff”, “Event Personnel”, “Guard Services”, “Keys” and “Police Officers”
89. Service Contractors
Certain services provided within the facilities are on an exclusive or preferred basis. Licensee shall
not contract any services which conflict with or violate the terms of these existing agreements.
Contact your assigned Event Services Coordinator for more information on general service
contractors (decorators) and other outside contractors or visit the facilities’ website at
www.sanantonio.gov/convfac.
See also “General Services” and “Exclusive and Preferred Services”
90. Signage
See ”Posters/Signage”
91. Skirting
Room rental includes skirting of head tables, hollow squares and registration tables. Quantities and
colors are limited.
Room rental does not include table-top linens or linens for oval tables, or skirting of additional
tables. Additional tables for catering service and oval table-top linens are available through the
facilities’ catering Contractor. Skirting for exhibitor tables must be obtained through the general
services contractor (decorator).
Please contact your assigned Event Services Coordinator for more information.
See also “Exhibit Booth Furnishings”, “Meeting Room Service”, and “General Services”
92. Sound
The facilities’ exhibit halls, meeting rooms, Lila Cockrell Theatre, and Municipal Auditorium are
equipped with state-of-the-art digital sound systems. Room rental does not include the use of any
microphones, paging systems or visual aides. AV requirements need to be coordinated through
PSAV Event Services, the preferred Contractor, or through another AV Contractor. PSAV can be
contacted at (210) 308-0182 or by visiting www.psav.com. Licensee or other AV Contractor may
patch into house sound systems for a fee and under the supervision of a facilities’ technician or
PSAV Event Services. A facility stage technician must be on-duty for all event hours when the Lila
Cockrell Theatre or Municipal Auditorium’s sound systems and/or equipment will be used. Regular
hours of operation for facility staff are 7:30am – 4:30pm, Monday through Friday, except City
holidays. The Licensee will be billed for all overtime labor resulting from their use of house systems
or equipment. Current overtime rates apply prior to 7:45am and after 4:30pm, Monday – Friday.
Overtime rates also apply on weekends and City holidays. Any other AV equipment (i.e. screens,
projectors) can be obtained through PSAV Event Services, or any AV contractor.
See also “Audio/Visual (AV)”, “Event Staff”, “Lila Cockrell Theatre”, “Municipal Auditorium”,
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and “Overtime Rates”
93. Spray Paint
See “Painting”
94. Stage Hands
Licensee is responsible for utilizing a qualified Contractor for all stage hand requirements including
rigging, lighting, sound, etc. Stage hand requirements can be coordinated through PSAV Event
Services, the preferred Contractor, or through another AV Contractor.
See also “Event Staff”, “Event Personnel”, “General Services”, “Lila Cockrell Theatre”,
“Municipal Auditorium” and “Rigging”
95. Staples/Tacks/Nails/Screws
The use of staples, tacks, hangers, nails, screws, bolts, etc. on any floor, wall, door, column, ceiling,
table, chair, riser or any other facilities’ furniture, fixture or equipment is strictly prohibited.
Licensee is responsible for the labor and materials required for repair resulting from violation of this
policy.
96. Stickers/Decals/Adhesives
The use of any type of stickers, decals, or adhesives on any floor, wall, door, column, ceiling, table,
chair, riser or any other facilities’ furniture, fixture or equipment is strictly prohibited. Licensee is
responsible for the labor and materials required for cleanup and repair resulting from violation of
this policy.
See also “Tape”
97. Tape
The use of double-sided tape on any floor, wall, door, column, ceiling, table, chair, riser or any other
facilities’ furniture, fixture or equipment is strictly prohibited. Only masking or decorator tape may
be used on exhibit hall or other concrete floors. Licensees may purchase special tape from the
facilities for use on carpet, tile and parquet wood floors. Licensee is responsible for ensuring all
tape is removed at the conclusion of the event. Licensee is responsible for the labor and materials
required for cleanup and repair resulting from violations of this policy.
Contact your assigned Event Services Coordinator for more information.
98. Taxes
See” Licenses/Permits/Taxes”
99. Telecommunications/Data
The facilities do not provide telecommunications services. Licensees and exhibitors must utilize the
facilities’ exclusive Contractor, Smart City, for all telecommunications services. Smart City can be
contacted at (210) 258-8900 or visit their website at www.smartcity.com.
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See also “Exclusive and Preferred Services”
100. Television Monitors/Cable T.V.
In order to utilize televisions using electricity in the exhibit halls or other areas where power is not
available Licensees or exhibitors must utilize one of the facilities’ exclusive temporary utility
services Contractors to provide power. Televisions may be rented through the facilities’ preferred
audio/visual Contractor, PSAV Event Services, or another audio/visual Contractor. PSAV Event
Services can be contacted at (210) 308-0182 or by visiting www.psav.com. Cable television service
is available within the facilities and be accessed through Time Warner Cable at (210) 244-0500 or
by visiting http://www.timewarnercable.com.
101. Theatre
See “Lila Cockrell Theatre”
102. Ticketing
The facilities exclusive Contractor for ticketing services is Ticketmaster LLC. Ticketmaster can be
contacted at (210) 525-1100 or at www.ticketmaster.com.
See also “Lila Cockrell Theatre”, “Municipal Auditorium” and “Exclusive and Preferred Services”
103. Track Vehicles
Vehicles that utilize tracks are strictly prohibited from operation within the facilities. Track vehicles
can only enter the facilities on wheeled trailers and unloaded on proper floor tracks placed
temporarily on the floor. Vehicles must remain on these floor tracks until removed. Track vehicles
must also comply with all regulations in the Fire Regulations packet.
104. Trash Removal
The facilities provide open-top dumpsters for Licensee use during an event or for move-in/move-
out. Licensees are responsible for a disposal fee for the use of these dumpsters if an inordinate
amount of debris (i.e. stage sets) is discarded in these dumpsters. The facilities recycle crates and
pallets. Licensees and exhibitors are subject to additional fees for disposal of crates or pallets in
these dumpsters.
The facilities regularly remove trash from facility receptacles as necessary. Facilities staff does not
remove any other trash. Additional fees will be incurred by Licensee for removal of any other trash.
105. Truck Docks
See”Loading Docks”
106. Unions
The state of Texas is a “right-to-work” state and, as such, the use of union labor is not required.
Licensees are only required to utilize qualified personnel. Many types of contractor personnel,
including audio/visual, decorating and rigging, may be unionized. The use of union or non-union
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labor is strictly between Licensee and the contractor.
107. Ushers
Rental rates do not include event personnel, including ushers. Licensee is responsible for all event
staff, including ushers. Public shows require the use of qualified ushers. Ushers can also include
ticket takers, additional non-police security, t-shirt security, meeting room monitors, badge
checkers, and door monitors. The facilities have specific usher requirements for many types of
events, including public events and events in the Lila Cockrell Theatre and Municipal Auditorium.
The facilities reserve the right to require the use of in-house staff for ushering, or to allow Licensees
to utilize outside event staffing contractors. Please contact your assigned Event Services
Coordinator for more information.
See also “Event Personnel” and “Event Staff”
108. Utility Services
The facilities do not provide event utilities such as power, lighting, compressed air, water and drain
lines, fill and drain services, natural gas lines and gas cylinders, and associated labor. Licensee is
responsible for utilizing one of the facilities’ exclusive temporary utility services Contractors for
these services. The list of Contractors may be obtained from the facilities website at
www.sanantonio.gov/convfac. For more information contact your assigned Event Services
Coordinator.
See also “Electricity”, “Natural Gas”, “Propane” and “General Services”
109. Water Service
Room rental includes water service at head table only. Room rental does not include water service
at additional tables. Additional water service is available for a fee. Please contact your assigned
Event Services Coordinator for more information.
See also “General Services” and “Meeting Room Service”
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Exhibit G – City’s Request for Proposals (RFP) for Audio Visual and Rigging Services
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Exhibit H – Contractor’s Response to City’s RFP for Audio Visual and Rigging Services
TO BE DETERMINED
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